The URL can be used to link to this page

10-25-2010 Agenda PacketCITY OF WOODBURN CITY COUNCIL AGENDA OCTOBER 25, 201 0 - 7:00 P.M. KATHRYN FIGLEY, MAYOR DICK PUGH, COUNCILOR WARD I J. MEL SCHMIDT, COUNCILOR WARD II PETER MCCALLUM, COUNCILOR WARD III JAMES COX, COUNCILOR WARD IV FRANK LONERGAN, COUNCILOR WARD V ERIC MORRIS, COUNCILOR WARD VI CITY HALL COUNCIL CHAMBERS - 270 MONTGOMERY STREET 1. CALL TO ORDER AND FLAG SALUTE 2. ROLL CALL 3. ANNOUNCEMENTS AND APPOINTMENTS Announcements None. Al212ointments None. 4. PROCLAMATIONS /PRESENTATIONS Proclamations None. Presentations A. Proposed Changes of Sign Regulations B. Urban Renewal Grant and Loan Program 5. COMMUNITY /GOVERNMENT ORGANIZATIONS A. Chamber of Commerce B. Woodburn School District 6. COMMUNICATIONS I2 0TOT0 7. BUSINESS FROM THE PUBLIC - This allows the public to introduce items for Council consideration not already scheduled on the agenda. 8. CONSENT AGENDA - Items listed on the consent agenda are considered routine and may be adopted by one motion. Any item may be removed for discussion at the request of a Council member. "Hawa interpretes bisponVes Para aqudfas personas que no �Afan Ingfes, previo acuerbo. Comuniquese of (503) 980 -2485." October 25, 2010 Council Agenda Page i A. Woodburn City Council minutes of October 11, 2010 1 Recommended Action Approve the minutes. B. Woodburn City Council Executive Session minutes of October 5 11, 2010 Recommended Action Approve the minutes. C. Woodburn Planning Commission minutes of September 23, 2010 6 Recommended Action Accept the minutes. D. Woodburn Recreation and Parks Board minutes of October 12, 12 2010 Recommended Action Accept the minutes. E. Woodburn Public Library Board minutes of October 13, 2010 16 Recommended Action Accept the minutes. F. Update on the Oregon Main Street Program Recommended Action: Receive the update. 19 G. Liquor License Application for Mango's Lounge 22 Recommended Action The Woodburn City Council recommend that the OLCC approve a Full On- Premises Sales Liquor License for Mango's Lounge. 9. TABLED BUSINESS None. 10. PUBLIC HEARINGS None. 11. GENERAL BUSINESS - Members of the public wishing to comment on items of general business must complete and submit a speaker's card to the City Recorder prior to commencing this portion of the Council's agenda. Comment time may be limited by Mayoral prerogative. A. Council Bill No. 2844- A Resolution Awarding a Sole Source 25 Contract for Software Upgrade and implementation Services to New World Systems Corporation and Adopting Findings Recommended Action Adopt the Resolution. B. Award of Construction Contract for Water Supply Disinfection 71 Equipment Installation October 25, 2010 Council Agenda Page ii Recommended Action That the City Council, acting as the Local Contract Review Board, award a construction contract for the Water Supply Disinfection Equipment Installation to Schneider Equipment Inc. in the amount of $409,500.00. 12. PLANNING COMMISSION OR ADMINISTRATIVE LAND USE ACTIONS - These are Planning Commission or Administrative Land Use actions that may be called up by the City Council. A. Planning Commission approval of Toran Meadows subdivision, 73 SUB 2010 -02 and EXCP 2010 -05 Recommended Action No action is recommended. 13. CITY ADMINISTRATOR'S REPORT 14. MAYOR AND COUNCIL REPORTS 15. ADJOURNMENT October 25, 2010 Council Agenda Page iii COUNCIL MEETING MINUTES October 11, 2010 HRAN 0:00 DATE COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, OCTOBER 11, 2010. CONVENED The meeting convened at 7:00 p.m. with Mayor Figley presiding. ROLL CALL Present Present Present Present Present Present Is Absent Attorney Shiel ice Chief Russell, Public Works Director Brown, Economic & Community Development Director Hendryx, Finance Director Palacios, Police Captain Alexander, Police Captain Garrett, City Recorder Shearer. VIL Page 1 - Council Meeting Minutes, October 11, 2010 COUNCIL MEETING MINUTES October 11, 2010 HRAN 0:40 CONSENT AGENDA DISTRICT Council Bill 2839 was read twice at the September 27, 2010 meeting but failed to pass unanimously. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2839 duly passed. 0:49 COUNCIL BILL 2842: A RESOLUTION SUPPORTING THE WOODBURN MUNICIPAL COURT'S "FIX -IT TICKET" PROGRAM FOR TRAFFIC VIOLATIONS; ACKNOWLEDGING THAT THE COURT HAS THE AUTHORITY TO ESTABLISH THIS PROGRAM; AND SETTING AN ADMINISTRATIVE FEE McCallum introduced Council Bill No. 2842. Recorder Shearer read the bill by title only since there were no objections from the Council. Municipal Court Judge Zyryanoff provided an overview on the operation of this program and answered questions by Council. Ted Seledkov of 8350 Redwood Ln testified that he felt the administrative fee was unfair. Council discussed the need for the fee as a partial cost recovery for the program. On roll call vote for final passage, the bill passed 4 -1, with Councilor Morris voting no. Mayor Figley declared Council Bill No. 2842 duly passed. 1:05 COUNCIL BILL 2843: A RESOLUTION DESIGNATING AUTHORIZED CONTACTS FOR PENSION PLAN ADMINISTRATOR McCallum introduced Council Bill No. 2843. Recorder Shearer read the bill by title only since there were no objections from the Council. On roll call vote for final passage, the bill passed unanimously. Mayor Figley declared Council Bill No. 2843 duly passed. Page 2 - Council Meeting Minutes, October 11, 2010 2 COUNCIL MEETING MINUTES October 11, 2010 HRAN 1:06 NORTH TRUNK SEWER LINE CONTRACT BRIEFING City Administrator Derickson provided Council with an update of the project including the termination of the contract with Northstar Associates and the emergency award of a contract to John Rice Excavation to complete the project. No action was required for this item. 1:07 PLANNING COMMISSION APPROVAL OF CASES DR 2010 -05, EXCP 2010 -04, VAR 2010 -04 FOR WILBUR -ELLIS COMPANY DBA WOODBURN FERTILIZER Council declined to call this item up for review. 1:24 EXECUTIVE SESSION: Mayor Figley entertained a motion to adjourn into executive session under the authority of ORS 192.660(2)(h) & (f). Cox/McCallum... adjourn to executive session under the statutory authority cited by the Mayor. The motion passed unanimously. The Council adjourned to executive session at 8:35 pm and reconvened at 8:40 pm. Mayor Figley stated that no action was taken by the Council while in executive session. Page 3 - Council Meeting Minutes, October 11, 2010 9 COUNCIL MEETING MINUTES October 11, 2010 HRAN 0:00 ADJOURNMENT McCallum/Lonergan... meeting be adjourned. The motion passed unanimously. The meeting adjourned at 8:40 p.m. ATTEST Christina M. Shearer, Recorder City of Woodburn, Oregon Page 4 - Council Meeting Minutes, October 11, 2010 KATHRYN FIGLEY, MAYOR .0 rd Executive Session COUNCIL MEETING MINUTES OCTOBER 11, 2010 DATE. CONFERENCE ROOM, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, OCTOBER 11, 2010. CONVENED. The Council met in executive session at 8:35 p.m. with Mayor Figley presiding. ROLL CALL. Mayor Figley Present Councilor Cox Present Councilor Lonergan Present Councilor McCallum Present Councilor Morris Present Councilor Pugh Present Councilor Schmidt Absent Staff Present: City Administrator Derickson, City Attorney Shields, City Recorder Shearer, Mayor Figley reminded the Councilors and staff that information discussed in executive session is not to be discussed with the public. The executive session was called to: • To consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed pursuant to ORS 196.660(2)(h). • To consider records that are exempt by law from public inspection pursuant to ORS 192.660(2)(f). ADJOURNMENT. The executive session adjourned at 8:40 p.m. KATHRYN FIGLEY, MAYOR ATTEST Christina M. Shearer, Recorder City of Woodburn, Oregon Pagel — Executive Session, Council Meeting Minutes, October 11, 2010 9 WOODBURN PLANNING COMMISSION MEETING MINUTES September 23, 2010 CONVENED: The Planning Commission met in a regular session at 7:00 p.m. in the City Hall Council Chambers with Chairperson Bandelow presiding. ROLL CALL: Chairperson Bandelow Present Vice - Chair Jennie s Present Commissioner Piper Present Commissioner Grigorieff Present Commissioner Corning Present Staff Present Jim Hendryx, Director of Economic and Development Services Don Dolenc, Associate Planner Jon Stuart, Assistant City Attorney Heather Pierson, Recording Secretary Minutes A. Chairperson Bandelow announced that the City Council minutes are available on the City's website. Business from the Audience None. Communication None. Public Hearin A. Type III Design Review (DR 2010 -05); Type III Exception to Street Right -of -Way and Improvement Requirements (EXCP 2010 -04); Type III Variance (VAR 2010 -04). Before the hearing began, Commission Piper announced a conflict of interest and stated that he will step down from voting. Commissioner Jennings announced that he had a moral conflict of interest but it would not affect his vote, therefore he will not step down. 1 Staff Report Associate Planner Don Dolenc presented the staff report outlining the applicant's request for a Design Review for a 5,600 square foot enclosure over existing and new liquid storage tanks, an Exception to Street Right -of -Way and Improvement Requirements for Hardcastle Avenue, and a Variance for building setback and wall requirements. The property is zoned Light Industrial (IL). Abutting properties are zoned Light Industrial (IL) and Residential Single Family (RS). The existing tanks were established under Site Plan Review 1990 -05, The Planning Commission recommends approval of cases DR 2010 -05, EXCP 2010 -04 VAR 2010 -04, subject to conditions of approval, that the property owner shall execute an acceptance of these conditions of approval. The property shall be developed in substantial conformity to the preliminary plans, except as modified by these conditions of approval. The property owner shall record a legal document dedicating 16 feet additional right -of -way on the north side of Hardcastle Avenue. The property owner shall provide one van accessible parking space in accordance with ORS 447.233 (2) (a) through (c), either on the subject property or on an adjacent property through a joint -use parking agreement pursuant to Section 3.105,02.I and the property owner shall delineate the parking spaces with double parallel lines, in accordance with Section 3.105.02H.5. Prior to issuance of a building permit for the proposed structure, the property owners shall demonstrate compliance with the outdoor lighting guidelines of Section 3.107.08.B.3. In addition, the property owner shall enter into a non - remonstrance agreement with the City to participate in future street improvements to Hardcastle Avenue. Chairperson Bandelow asked the applicant and consulting engineer, William Pease, to come forward. Mr. Pease stated that they have no issues with the conditions of approval and that he, Scott Gorik, the local manager, and Eric Jenks of Wilbur -Ellis are available if there are any questions. Chairperson Bandelow asked the Commission if they had any questions; there were none. Public Comment There was no public comment in favor or opposed to this application. Planning Commission Discussion Commissioner Jennings stated that he supports this proposition. Commissioner Grigorieff agreed with Commissioner Jennings. The discussion ended, and Commissioner Jennings made a motion to approve the Type III DR 2010 -05; Exception 2010 -04; and the Variance 2010 -04. Commissioner Grigorieff seconded the motion. Roll Call Bandelow Yes Jennings Yes Grigorieff Yes Piper Abstained Corning Yes 2 7 The motion was passed with a 4 -0 vote. The Final Order will be prepared for the next Planning Commission meeting on October 14, 2010. B. Type V Legislative Amendment (LA 2010 -01) -Revise the City's sign regulations. Staff report Jim Hendryx, Director of Economic and Development services for the City of Woodburn, gave a PowerPoint presentation on signage beginning with the different types of signage, such as poles signs, monuments signs, and temporary signs. Hendryx went over the current sign regulations and the proposed sign regulations. Some of the highlights of the proposed revisions are: Simplifying the standards by having standardized heights for freestanding signs, allowing combined signage on larger sites, simplifying text language, replacing text with understandable tables, eliminating the distinction between frontage for wall signs and allowing larger wall signs on buildings further from rights -of -way. The proposed revision will also simplify the process by eliminating Type II administrative reviews, allow electronic changeable -copy signs, and allows minor sign modifications to non - conforming signs without total conformance. Commissioner Jennings noted that by state law sign content cannot be regulated. Public Comment Teri Sunderland, 4763 SE Logus, Milwaukie was on the Sign Focus Committee and spoke of the process the committee took to come up with the changes favorable for everyone. Commissioner Jennings asked Teri if she believes the committee made the grade by making the language easy to understand. Teri Sunderland answered yes, it can easily reach anyone. Melissa Hayden, of 6600 SE Division, Portland, works for Security Signs and was also on the Sign Focus Committee. She spoke about the process to come up with the new revisions and agreed that the language was non - complicated. In favor of the sign amendment: Dave Christoff, 671 Ironwood Terrace, Woodburn, stated that he is in favor of the sign revisions, but he would like to see more signs for other parts of the City, like Senior Estates. He also felt that homeowners who maintain the planter strip in the right -of -way should have the right to place signs there. Commissioner Jennings wanted to let Mr. Christoff know that he argued the same point to the City Council and was told the Council would take it on at a later date. 3 L-11 Ken Hector, 310 Apple Avenue, Silverton, stated that he works for Wellsprings and commends the Committee and Commission for taking this on. He asked why temporary signs in residential areas are limited to two signs. He would like the Commission to reconsider that provision. Chairperson Bandelow stated that they were unable to come to a consensus on the issue of temporary signs in residential areas and that the difficulty was that they had to be content neutral. Ken Hector stated that Silverton has time frames that allow for more temporary signs during certain parts of the year. Kevin Baker, 8409 Crosby Rd. NE, Woodburn, supports the sign revisions but has one concern about the electronic reader board 8 -20 second hold. He wanted to see if they could reevaluate the 8 -20 second hold in the Freeway Interchange district. Chairperson Bandelow said that since the sign is up now it would not need to come in to compliance. Mr. Baker stated that if the I -5 Interchange goes in, he may have to take down his sign and then it would need to be in compliance when he puts the sign back up. Chairperson Bandelow stated that he could get a variance. Commissioner Piper asked if he wanted a longer hold time and was told by Mr. Baker he would like a shorter hold time. Jon Lotus, 862 Cummings Lane, Keizer, asked for clarification on repair and maintenance for non - conforming signs. He wanted to know if repair and maintenance could cause a situation that would force compliance. Jim Hendryx answered that the typical repair and maintenance would not force compliance. Mr. Lotus asked if pole signs were allowed on 99E and was told by Hendryx that they are allowed to be 20' high. Virginia Logan, 950 Evergreen Rd. Woodburn, wanted to know if Walgreen's is allowed to erect a 40' foot sign, and Jim Hendryx answered that since Walgreen's is outside of the Freeway District, the sign could only be 20' tall. She also asked if a 90 unit condominium could have two flags per unit and Jim Hendryx answered that two flags per property is the maximum allowed. Melissa Hayden, 6600 SE Division, PDX, said she thought that they should reconsider the requirement that the pole base be 30% of the head, since this would result in huge pillars on the bigger signs. She also suggested that the internal illumination go from 3,000 nits to 5,000 nits. 21 9 In opposition to the sign amendment: Gary Stanford, 387 5 th St., Woodburn, is glad that they are making it easier for businesses to advertise and is not sure why feather signs were being banned. Chairperson Bandelow answered that they were banned because they are so easily moved and are extremely difficult to regulate and keep in conformance. Mel Schmidt, 840 Hermiston St, Woodburn, stated that he is not opposed to the sign revisions but believes that the United States flag should be exempt and that every person should be allowed to fly their flags. Commissioner Jennings agreed. The Public Hearing was closed at 7:22 pm. Planning Commission Discussion Commissioner Jennings stated that if Senior Estates is allowed to have signs in the right -of- way, then it should apply to all RS zones. He also stated that the Planning Department should reconsider the number of signs people can put in their yard and have a time frame during which more are allowed. He will vote yes to approve as written. Jim Hendryx summarized the points that were made during the meeting, which included allowing RS zones to have signs in the right -of -way, allowing more temporary signs in residential areas during certain times of the year, increasing the hold time for electronic signs, requiring pole sign bases to equal 30% of the sign box, and having illumination on the signs. After some discussion, the Commission requested that staff come back with recommended revisions for temporary signs to be allowed in residential zones at certain times of the year, to allow all RS zones to have signs in the right -of -way, to change the hold time to 4 seconds on electronic signs in the freeway zone, and to require a 30% base -to- sign -box ratio for pole signs. Commissioner Jennings moved to continue this until the October 14, 2010 meeting and have staff report back on these revisions; Commissioner Piper seconded the motion. All were in favor. Jim Hendryx stated that there will be a land use matter at the next meeting. Commissioner Jennings wants staff to find a way to send out the Measure 56 letter that includes a more complete explanation of the issues. He felt the last letter confused people. 5 10 Items for Action None Retorts None Business from the Commission None Adiournment Vice -Chair Jennings moved to adjourn the meeting. Commissioner Piper seconded the motion, which carried unanimously. The meeting was adjourned at 9.05 pm. APPROVED�� Ellen andelow,IAIRPERSON ATTEST L Z C James N.P. Hendryx /Economic & Development Services Director City of Woodburn, Oregon Date Date 11 City of Woodburn Recreation and Park Board Minutes October 12, 2010 • 6:30 p.m. WOOD13URN 6k 1. CALL TO ORDER The meeting and was called to order at 6:30 p.m. Rosetta Wangerin; Board Chair was absent, Joseph Nicoletti; Board Secretary conducted the meeting. 2. ROLL CALL Position I Zandi Cox, Member (12/10) Absent Position II (Student) vacant Position III Joseph Nicoletti, Board Secretary (12/13) Present Position IV Rosetta Wangerin, Board Chair (12/13) Absent Position V Bruce Thomas, Member (12/13) Present @ 6:50pm Position VI Cheryl Shepherd, Member (12/11) Present Position VII vacant 3. APPROVAL OF MINUTES FROM JULY 13, 2010 No Quorum. The approval of minutes will be held until next meeting. 4. BUSINESS FROM AUDIENCE None. 5. OLD BUSINESS Mill Creek Greenway update The Local Government State Grant was extended until December 31, 2010. Jim has been notified that the wetland permits have been approved. Once the permits are received, work will begin again on the greenway laying the crushed -rock pathway from south of Wilson Street to Deer Run and around the pond and installing the wildlife observation platform. All asphalt pathways and parking areas are complete. 6. NEW BUSINESS Fiesta Mexicana Chamber Agreement The city of Woodburn has entered into a 3 -year agreement with the Woodburn Chamber of Commerce to assume the role of Fiesta Mexicana Lead Sponsor. The Woodburn Chamber of Commerce, in cooperation with community members, originated the Fiesta Mexicana in 1964 as a means of expressing gratitude to migrant farm workers. The Chamber, as a private organization will have the authority to control music content, graphic images, merchandise, and restricting admission. The Chamber is reaching out to the entire Latino community, the Latino Business Alliance and service clubs to organize the 2011 Fiesta. The city will provide banners, signs, decorations and supplies remaining from the 2010 Fiesta, will waive special use park permit fees, Page 1 of 4 12 City of Woodburn 0. 1 1 Recreation and Park Board Minutes October 12, 2010 • 6:30 p.m. WOODBURN determine the events opening and closing times and provide logistical and on- call maintenance support during the Fiesta Mexicana's planning phase, event set -up, event operations and site clean -up. Centennial Park Dedication The dog park is not open to the public yet because of minor finish work to be completed. The public is invited to attend the official grand opening of the Dog Park and Centennial Park Dedication on Saturday, October 23 at 12:00pm. Since this event is so close to Halloween, Mayor Figley is encouraging dog owners to dress their dogs in costume. This event will include; ribbon cutting, recognition of various groups and contractors, children activities will include an inflatable bounce toy and recreational sponsored games and light refreshments. 7. DIVISION REPORTS FROM THE DEPARTMENT Aquatics — Debbie Wadleigh Water Polo - The High School Water Polo team and Barracuda Swim Team have been practicing regularly. Open Swim 1:00 — 3 :00pm, Monday through Friday - A great place to come and enjoy a less crowed swimming opportunity since school was in session. She also suggested to parents that on school early release days the Aquatic Center Open Swim was a great place to send their kids. 15 Anniversary Special — October 15 — November 15 there will be a 15% off punch cards and passes. Halloween — The Aquatic Center will be participating in the Downtown Treat or Treating event starting at the Downtown Plaza on October 29 at 3:00pm. On Halloween Day, October 31 all Aquatic Center guests coming in costume will get free admission. There will also be other fun activities guests can take advantage of while enjoying their time at the center. Swimming Lessons — there are more swim lesson sessions in November and December. Parents will also have the opportunity to purchase an 8 -punch card so they may swim laps or exercise while their children are in swim lessons. Debbie encouraged parents to ask the front counter staff about the swim lesson bonus where four sessions gets you the fifth session for half price. Advertising — This fall we have advertised in the Your Hometown Magazine, use coupon and on the Kennedy and North Marion high school's athletic calendars. The magazine has a coupon allowing a patron one free activity. Recreation — Stu Spence Youth Sports — Over 300 kids, ages 3 - 12 are playing soccer. All volunteer coaches have been trained and certified through the National Youth Sports Alliance. Pee Wee Basketball for kids 3 — 5, a new program will begin at the end of October. Page 2 of 4 13 City of Woodburn 0. 1 1 Recreation and Park Board Minutes October 12, 2010 6:30 p.m. WOODBURN Adult Sports — Men's Basketball started last weekend has 28 teams, 300 adults participating. Co -Ed Volleyball, a new program will begin on October 27 Youth Advisory Board — summer activities included; volunteering at Salud Medical Center Health Fair, Fiesta Mexicana, Skate Competition, Woodburn Proud City -wide Clean -up Day and participated in the Fiesta Mexicana Parade. New goals include fundraising for their scholarship fund, leadership development and training. In November, the PAL grant is sending 1 adult and 2 youth to New Mexico for leadership training. Mentoring Program — This program now has 20 mentors and 30 mentees and meets 2 nights a week. Kim Veliz is now the Program Coordinator. Boys & Girls Club — The Teen Center is seeing about 40 kids a day. Through a 4 -way partnership with the City of Woodburn, Woodburn School District, Boys and Girls Club and the Woodburn Foursquare Church has funded the opportunity where 15 school identified needy children are now attending the Washington After School Club for $1.00, and a no- school day program where 35 kids attended. Summer Re -cap — Summer Day Camp, Walk and Stroll, Block Party, Dog Days BBQ, G.R.E.A.T. Camp, Pool, Parks and Play, Woodburn Proud BBQ, Fourth of July Celebration and Walt's Run were all successful. Active Adult — most trips are full with a waiting list. The Island Cafe had 29 participants, and the Leavenworth, WA trip has sold out of rooms available. HALLOWEEN — Downtown Treat and Treating on Friday, October 29 starting at 3:00pm at the Downtown Plaza. There will be kids activities with kids treat or treating at participating downtown businesses. Parks and Facilities — Jim Row, absent No report 8. FUTURE BOARD BUSINESS Specific programs at Centennial Park Mill Creek Greenway maintenance 9. BOARD COMMENTS Bruce Thomas a.) He would like to see more basketball courts in city parks. b.) From the brainstorming list from the September park walk - through, he would like to see more specific programming at Centennial Park. c.) Asked when the construction barrier and man -hole cover located on the greenway path coming from the Cleveland Street entrance will be fixed and removed. d.) Stated how important it is for park maintenance to keep gravel, broken glass and trash from the greenway pathway. e.) Asked about the future possibility of a WiFi system at Centennial Park. Page 3 of 4 14 City of Woodburn Recreation and Park Board Minutes October 12, 2010 • 6:30 p.m WL WOODBURN Bruce also commented that he is proud of the phenomenal outcome of Centennial Park with amenities for many recreational purposes. He thanked the department for their hard work acquiring the grant and over - seeing the construction in completing the final phase of Centennial Park. Cheryl Shepherd - agreed with Bruce about the outcome of Centennial Park, and stated that because she lives close to the park has the opportunity of enjoying it often. Jospeh Nicoletti asked if an article could be written in th Oregon Recreation & Parks Association magazine showcasing Centennial Park. 10. ADJOURNMENT Adj ournm ent was 7:1Opm Page 4 of 4 15 City of Woodburn Public Library Board Minutes October 13, 2010 • 7:00 p.m. .!�!OD r[I a"f or'lje ` e M.4iw 1. CALL TO ORDER The meeting and was called to order at 7:00 p.m. Nancy Kirksey, Board President and Neal Hawes, Board Vice - President was absent, Willis Grafe, Member conducted the meeting. 2. ROLL CALL Position I J.D. Mitchoff (12/10) Present Position II Kristen Matthews (12/10) Present Position III Nancy Kirksey, President (12/13) Absent Position IV Neal Hawes, Vice - President (12/11) Absent Position V Willis Grafe (12/13) Present Position VI Phyllis McKean (12/12) Present Position VII vacant (Student Member) 3. MINUTES —July 14, 2010 D Mitchoff/Phyllis McKean - Motion to accept the minutes as written. The motion passed unanimously. 4. BUSINESS FROM THE PUBLIC None 5. OLD BUSINESS None. BOARD REPORT Friends of the Library Report — Willis Grafe Willis reported that there has been a consistent movement selling books from the Friends of the Library bookshelf. Judy Spence has been instrumental organizing book shelves and the free book area. John shared that Friends Book Room revenue paid for two cultural passes to the A.C. Gilbert Discovery Village in Salem. These passes have been real popular throughout the summer. Willis asked if there was any need for Friends of the Library funds and John replied that with state budget cuts, he foresees a future need to help fund the Ready to Read Program. Music in the Park Wrap -up — Sandy Kinney, Adult Program Coordinator Sandy explained that Music in the Park is a free concert every Tuesday in Library Park starting the first week in July and running through August. Sandy shared that this year was another successful year with this was her 13 year of involvement and 9 year of total programming and planning. There were nine concerts this year with several new bands: The Jim & Alan Show, acoustic folk songs; Molly's Revenge, Celtic music; Mariachi Viva Mexico, traditional mariachi tunes; Felicidades, Caribbean and reggae; Billy & the Rockets, Woodburn-based 50's rock & roll; Roundhouse, bluegrass; Locust Page 1 of 3 16 Street Taxi, horn - driven eclectic rock; The Rockhounds, country and oldies rock; The New Iberians, zydeco and blues sounds. Out of the summer series, only one concert had to move into City Hall because of weather. Sandy noted that there was an increase of Hispanic community members and community families attending this year. Along with support from the Friends of the Library, Sandy recognized major financial contributors of $2000, Woodburn Area Association for Senior Programs and Woodburn Printing/YES Graphics. Other contributors were: Wal -Mart; Allied Waste; PGE; Woodburn Vision Source; Case Automotive; Farmers Insurance; Hubbard Chevrolet; Long Brothers Building Supply; Woodburn Company Stores Klien, Hand and Ladesma; Hallmark Properties; PDX Audio; Woodburn Radiator and Glass and Country Meadows Village. Discussion took place on how donations and sponsorships were solicited and how sponsors were recognized. Discussion took place on the success of Downtown Tuesday Market and all felt it was a good addition to Music in the Park. Adult Summer Reading — Sandy Kinney A new "Water Your Mind" adult summer reading program started this summer with 88 people signing up. Throughout the reading program, participant's names were drawn each week with a total of 235 incentives and prizes given out. The Grand Prize being a gourmet dinner cruise for two on Willamette Queen. Bauman Farms presented two garden themed programs; June 23 Hanging Garden Basket where they provided all materials for participants to make and take home hanging baskets that followed a Fourth of July color scheme and July 21st they presented Bounty of the Summer Garden where participants learned about the summer harvest and took boxes of summer fruits and vegetables home. 7. NEW BUSINESS FIL Guadalajara— John Hunter John will be attending a professional trade show, Feria Internacional del Libro (FIL) in Guadalajara, Mexico, November 28 — December 1 st on the behalf of the Library. This international book fair is the largest book fair in the Spanish speaking world and attracts publishers, authors, literary agents, librarians and booksellers from 40 countries. John shared that he was awarded a scholarship from the American Library Association to fund part of the cost. Also, Multi- Cultural Books, a vendor in the United States, will provide him a free assistant that will follow him throughout the fair to translate and keep track of the books to buy. Then, at the end of the book fair, the assistant will order the books, arrange shipping and billing (in American dollars) to the Woodburn Public Library. Over the next six weeks John will prepare a collection analysis and take a shelf list of existing inventory with him. This is a great opportunity to enhance the Spanish - language material currently available to Spanish - speaking patrons. 8. MANAGER REPORTS Oregon State Library Report — John Hunter John reviewed the 2010 Oregon State Library Statistical Report with the Board. John highlighted General Information, Number of registered borrowers that shows an 12.7 increase; Library Staff Number of librarians with a ALA/MLS which shows Woodburn being close to the excellent mark according to the Oregon State Library standards; Total paid staff is up to 12.58 due to John's staff re- organization and employee re- classification, allowing him to increase the number of staff positions while keeping within the budget; Library Expenditures in 2009 -2010 Total staff expenditures shows 57% of the budget roughly pays for staff, Library Collections Number of physical units added shows that 6,364 items have been added to the collections, which translate to 500 Page 2 of 3 17 each month. Video /Audio /E- Books, John shared that the CCRLS now has approximately 20,000 downloadable electronic items now to offer to patrons; Library Services, Library hours, John pointed out that Woodburn's library hours are staying the same where other comparable libraries are having to cut hours and days; Library visits shows 194,087 patrons in the door last year; Circulation was up 10.8 %; Reference transactions, specific reference questions were up to 8,658; Youth and Adult programming numbers showed an increase. John simplified Loans to other libraries by sharing that 50,000 books come and go by courier on a weekly basis. Discussion took place on material and resources available for those parents who Home School. July - September Statistics — John Hunter John gave the Library Board printouts of statistics for the months of July, August and September. He revised the statistic report format which now follows the needed information for the state quarterly library report. In preparing the new format, John found that services always slowed down during the fall and then it picks back up in the spring. Willis Grafe stated that it seemed to follow the school year. Kristen Matthews asked about CIS, Gale and EBSCO and John explained that they are Library online databases, a library version of Google; CIS is Career Information System allows high school students to learn about career options, Gale has 22 databases, comes through Library allows patrons to type in key words to bring up full articles on the subject, EBSCO has an auto repair reference manual database and Spanish language health database. 9. FUTURE BOARD BUISNESS Wrap -up of the FIL Guadalajara Next scheduled meeting is January 12, 2011 10. ADJOURNMENT JD Mitchoff — Motion to adjourn meeting at 8:00pm. Paulette Zastoupil, Recording Secretary Date Page 3 of 3 18 W UU UB �UJI N AY4^4� Wff October 25, 2010 TO: Honorable Mayor and City Council through City Administrator FROM: Jim Hendryx, Director of Economic & Development Services SUBJECT: Update - Oregon Main Street Program RECOMMENDATION: No action necessary. BACKGROUND: The Oregon Main Street program works with communities to develop comprehensive, incremental revitalization strategies, based on a community's unique assets, character and heritage. Their services are based on the successful Main Street program, developed by the National Trust for Historic Preservation, and include training and technical assistance. The overall goal of the program is to build high quality, livable and sustainable communities that will grow Oregon's economy. The Main Street program is a proven comprehensive approach to commercial historic district revitalization. This approach has been implemented in more than 2,200 cities and towns in 40 states across the nation with the help of the National Main Street Center and statewide downtown revitalization programs. The Main Street program is based on a comprehensive, four -point strategy: Organization involves building a Main Street program framework that is well represented by business and property owners, bankers, citizens, public officials, Chambers of Commerce, and other local economic development organizations. Everyone must work together to renew the downtown area. A strong organization provides the stability to build and sustain a long -term effort. Promotion creates excitement downtown. Street festivals, parades, retail events, and image development campaigns are some of the ways that the Main Street program encourages customer traffic. Promotion involves marketing an enticing image to shoppers, investors, and visitors. Agenda Item Review: City Administrator _x City Attorney _x Finance _x_ 19 Update - Oregon Main Street Program October 25, 2010 Page 2 Design enhances the attractiveness of the business district. Historic building rehabilitation, street and alley clean -up, colorful banners, landscaping, and lighting all improve the physical image of the downtown area as a quality place to shop, work, walk, invest in, and live. Design improvements result in a reinvestment of downtown public and private dollars. Economic Restructuring involves analyzing current market forces to develop long -term solutions. Recruiting new businesses, creatively converting unused space for new uses, and sharpening the competitiveness of traditional downtown merchants are examples of economic restructuring activities. Oregon Main Street Services The Oregon Main Street program provides assistance to all communities, no matter where they are in the process. Currently, there are 63 communities participating in one of the three levels of the Oregon Main Street program: Exploring Downtown is for those communities who demonstrate an interest in revitalizing their downtowns and want to learn more about the Main Street program. Interested communities may join at anytime by submitting a letter of intent and completing a brief community survey, something Woodburn did this past spring. Transforming Downtown is for communities who are committed to downtown revitalization using the Main Street program, but need technical assistance to take them to the next level. Application rounds are held as resources permit. Performing Main Street is for those communities who were previously certified National Main Street cities and those communities with advanced downtown programs following the Main Street program. Again, application rounds are held as resources permit. DISCUSSION: The Woodburn Historic Neighborhoods Association and the Chamber of Commerce have been supportive of evaluating the appropriateness of the program for our downtown. Towards this effort various people, including residents from the Neighborhood Association, downtown merchants, and staff, have attended two training sessions. The Oregon Main Street program provided bilingual training in September to downtown merchants and area residents. Several citizens of Woodburn attended the Annual State of Oregon Main Street Conference in Albany in early October. People are excited about what they 20 Update - Oregon Main Street Program October 25, 2010 Page 3 have seen and heard about the program, and some residents and business owners are taking the next steps to form a board to oversee development of the program here in Woodburn. What is the City's commitment to the Oregon Main Street program? At this point, staff resources include Robyn Stowers and myself. Robyn has worked very successfully to get downtown business owners to consider this program, while I have been focusing on coordinating the overall program. The Main Street program requires participation from City staff, as well as other organizations. As noted above, Woodburn is exploring whether the Oregon Main Street program will meet Woodburn's needs. So far, everyone involved is excited with what they have seen and heard about the program. The organizational structure provides a well- thought out program, which is flexible enough to meet our needs. Woodburn is not starting over with this effort to consider the Oregon Main Street program. Woodburn's recently adopted Downtown Development Plan Update lays a foundation for design and economic restricting. The Urban Renewal District provides a funding mechanism to address infrastructure needs, building rehabilitation, etc. Ultimately, decisions on the level of City commitment will need to be made by Council; however, that decision does not need to be made at this time. Updates will be provided as the community continues to evaluate the appropriateness of the Oregon Main Street program for Woodburn and our downtown. FINANCIAL IMPACTS: Not applicable. 21 W UU UB �UJI N AY4^4� Wff October 25, 2010 TO: Honorable Mayor and City Council through City Administrator FROM: Scott Russell, Chief of Police SUBJECT: Liquor License Full On- Premises Sales RECOMMENDATION The Woodburn City Council recommend that the OLCC approve a Full On- Premises Sales Liquor License for Mango's Lounge. BACKGROUND Applicant(s): Arnold Benavidez 11823 Carl Rd. #26 Woodburn, Or. 97071 503 -318 0902 (Wk) Andres Londono Acosta 2845 Revere St. Woodburn, Or. 97071 503 - 982 -4709 (H m ) 503 - 858 -7784 (Wk) Business: Mango's Lounge 1593 Mt. Hood Ave. Woodburn, Or. 97071 503 - 858 -7784 (Wk) 503 -318 -0902 (Wk) Owners: Same as above applicant's. Agenda Item Review: City Administrator _x_ City Attorney _x Finance _x 22 Honorable Mayor and City Council October 25, 2010 Page 2 License Type: New Outlet /Full On- Premises Sales which permits beer, wine, cider and spirits for sale for on- premises consumption only. On October 8, 2010, the Woodburn Police Department received an application requesting approval for a New Outlet /Full On- Premises Sales for Mango's Lounge, located at 1593 Mt. Hood Ave., Woodburn, Oregon. This establishment will be taking the place of a former licensed premise by the name of Margarita's, which has been closed for a period of time. This establishment is a bar and grill restaurant which will also serve food along with alcohol. The business will be open 11:00 a.m. to 12:00 a.m. Sunday through Wednesday and 11:00 a.m. to 2:00 a.m. Thursday through Saturday. Additionally, an outdoor area used for food service will operate Sunday through Wednesday 11:00 a.m. to 12:00 a.m., and 11:00 a.m. to 2:00 a.m. Thursday through Saturday. This establishment is a bar and grill restaurant which will also serve food along with alcohol. The business will have Recorded Music, Karaoke and Video lottery Machines. The Police Department has received no communication from the public or surrounding businesses in support of or against this establishment. DISCUSSION: The Police Department has completed a background investigation, in connection with the OLCC, on the applicants and found nothing of a questionable nature, which would preclude the issuance of this license. FINANCIAL IMPACT None 23 - 1 7 j OREGON LIQUOR �O COMMISS'I ON LIQUOR LICEN APPLICATION CD 0 N C M M LrJ Cn c� z w LICENSE TYPES ❑ Full On- Premises Sales ($402.60/yr) 3, Commercial Establishment ❑ Caterer ❑ Passenger Carrier ❑ Other Public Location ❑ Private Club ❑ Limited On'Premises Sales ($202.60/yr) ❑ Off - Premises Sales ($100 /yr) ❑ with Fuel Pumps ❑ Brewery Public House ($252.60) ❑ Winery ($250 /yr) ❑ Other: ACTIONS i'lChange Ownership '1 New Outlet �� heater Privilege ❑ Additional Privilege ❑ dther 90 -DAY AUTHORITY ❑ Check here if you are applying for a change of ownership at a business that has a current liquor license, or if you are applying for an Off - Premises Sales license and are requesting a 90 -Day Temporary Authority APPLYING AS: ❑Limited ❑ Corporation fJ.Limited Liability ❑ Individuals Partnership Company CITY AND COUNTY USE ONLY Date application received: The City Council or County Commission: (name of city or county) recommends that this license be: I] Granted ❑ Denied By: (signature) Name: (date) OLCC USE ONLY Applicatio Rec'd by ( .- _ (. Date (c' 90 -day a6thority: ❑ Yes ❑ No 1. Entire cr '- dividuals applying for the license: [See SECTION 1 of the Guide) o Y 4 0 2. Trade Name (dba): / l,') t t? / 3. Business Location: 15 3 1y`14 `)C'CCl �>r v�, �� e1�1G'� /'Y fcx,1 (?/� ��:� -� (number, street, rural route) (city) I (county) (state) (ZIP code) 4. Business Mailing Address �'j�j / � G�'L� c o'-, - t:�f ;I :' (2 �) � ; r (PO box, number, street, rural route) (city) (state) (ZIP code) 5. Business Numbers: ._ e (phone) 6. Is the business at this location gt{rrently lice by 7. If yes to whom; : v n - � 8. Former Business Name:_ 9. Will you have a manager? ❑Yes )Uo Name:_ (manager must fill out an Individual History form) 10. What is the local governing body where your business is located? wo 0 on% � r , W (name of it or county) 11. Contact person for this application: - _ tJ��1��7� ��j:, (address) Ue 1 (fax number) (pho a number(s)) ,Tr //G Y��u (e -mail address) I understand that if my answers are not true and complete, the OLCMITEY r Iboickirij application. Applicant(s) Signature(s) and Date: ;NraON LIC?tJOf t,ltTrtc' titICN (fax) of License._ _ 7 °' , 24 WDBN I October 25, 2010 TO: Mayor, City Council and Scott Derickson, City Administrator FROM: Ignacio Palacios, Finance Director & Scott Russell, Chief of Police SUBJECT: New World System Software Upgrade RECOMMENDATION: Adopt the resolution awarding a sole source contract for a software upgrade of the City's accounting and police reporting system and authorizing the City Administrator to enter into a license agreement upon Council approval of an interfund loan supplemental budget. BACKGROUND: The City previously purchased its current accounting, budgeting and reporting software from New World Systems; in addition, the City utilizes products from this vendor for its police records management system (RMS), and NORCOM uses this vendor for its Computer Aided Dispatch (CAD) System. All New World Systems products have worked well for the City but have been in place since 2001 (CAD system since 1992) and are nearing the end of their service lives and are in need of upgrading. Both the police and finance system reside on IBM servers (CAD & RMS on the same server) which were state of the art at the turn of the millennium, but are now not 'universally' used and are therefore more expensive to maintain and replace. The finance server was replaced in August 2009 at a cost of $20,000. The current police server will need to be replaced in less than two (2) years at a cost of $30,000 (the useful life of a server is three to five years). In addition, these servers require maintenance that our IT department is not licensed or trained to do, therefore, the City contracts with a third party to provide this maintenance at an annual cost of $23,000 and an additional service agreement and warranty costs to IBM for $10,000; a total of $33,000 in additional costs to the City for using and maintaining the IBM servers each year. The City's police department currently provides records management for several surrounding police agencies. All entities have updated their systems to operate on current technologies specifically Microsoft server platforms (MS ) which cause significant issues whenever there is a change at the user's end - this can range from as simple as adding a printer or additional terminal to the system to connecting to a shared outside database. Due to the differences in the MS platform and the City's current RMS system custom programs and procedures are needed and developed in order to create the Agenda Item Review: City Administrator _x_ City Attorney _x_ Finance -x- 25 Honorable Mayor and City Council October 25, 2010 Page 2 appropriate environment for the two systems to 'talk' to each other. This customization is time consuming, limits system usefulness, and is costly to the City. These costs are in addition to the annual $33,000 mentioned above and depend upon actual work done. This is also true for the finance department, any additional features not currently built into the system that are needed (i.e. on -line payment features, ability to sign up of utility service on -line, etc.) cannot be easily added to the system without costly customization and may not be entirely possible due to the limitations on the system technology. DISCUSSION: Due to these issues the police and finance departments are requesting an upgrade to the current systems - an upgrade to these systems is necessary and would provide the following benefits (see Exhibit A, also): Accounting & Reporting System • Efficiencies gained in the ability of management to utilize 'live' financial data - currently, users must wait for finance to update the information and provide reports to departments as of some finite date. • Ability to utilize system for annual budgeting - the current system's budget tool is limited and requires the budget be developed outside the system and then manually input after the budget has been approved. • Efficiencies gained in end users ability to export data into spreadsheet programs for end user analysis - the current system exports but require time consuming manipulation defeating the purpose of the ability. • Use of current technologies in server hosting - the current server is expensive to replace and requires third party maintenance agreements. • The net upgrade utilizes the 'windows' based platform which is familiar to end users - the current system is the 'green screen' and heavily menu driven - 'not user friendly'. Police Reporting System • Provides an end user interface that is easier to operate, takes less steps to navigate, and enhances officer's ability to use system data to help solve crimes. • Enable the police reporting system to 'tap' into regional data and information seamlessly - the current system while able to do this requires costly and time consuming customization which at times makes it difficult to share information. • Ability to provide continuing and enhanced services to area contract agencies - see comments above. • Use of current technologies in server hosting - the current server is expensive to replace (and will need to be replaced in the next two years) and requires third party maintenance agreements. • Meets regional reporting system requirements as mandated by the State of Oregon - the current system will not be able to meet the 'demands' for reporting requirements in the near future. 26 Honorable Mayor and City Council October 25, 2010 Page 3 • NORCOM has budgeted to upgrade its CAD system simultaneously with the changes the City is proposing. This will ensure the provision of seamless data transfer between the dispatch center and officers on the street. State and local contracting rules allow for sole source procurements when the Contract Review Board adopts findings that support the conclusion that the good or service is available from only one source. As fully set forth in the proposed resolution and findings, a sole source procurement is appropriate here for the following reasons (see Exhibit B): 1. Data Conversion Smooth transition of data from the old system to the new system is a key to the successful upgrade. As discussed above, the City has used New World for a number of years. The City's data is in New World's format and New World will not have any problem transferring that data to the upgraded system. Using a different software vendor increases the risk of data loss and limiting access to data as well as increased costs. 2. Software modules are a "Like for Like" transition Not only will the data conversion be easier but also the systems are compatible. All software modules in use today will be implemented in the new system with the addition of enhanced features and functions. 3. Consistent Annual Maintenance Annual maintenance fees are extended from one system to the other with no interruption of service or new fees. This would not be available with a different vendor. 4. Ease of User Training City staff is already familiar with New World systems and transition to using the upgraded New World software will be much easier than learning an all new system. Using a different vendor's system would slow staff efficiency and increase costs. FINANCIAL IMPACT: The total cost of the upgrade for both systems is $511,850. The finance and police departments are proposing to fund the upgrade cost via an interfund loan from the Transportation Impact Fee (TIF) and Water Construction Funds (fund 376 and 466) to be repaid from the General, Water and Sewer funds to be presented to the Council for approval as part of the Supplemental Budget presented at the November 8, 2010 Council Meeting. The attached resolution authorizes the City Administrator to sign the contract only if the Council has approved the interfund loan. Staff requests Council's approval of the system upgrade prior to finalizing the Supplemental Budget for the November 8'" meeting. 27 Honorable Mayor and City Council October 25, 2010 Page 4 In addition, it should be noted that the General Fund currently outlays over $30,000 in maintenance payments for the current IBM servers and will continue to do so while we remain on the current system in addition the police department will be replacing the IBM server in the next two years at a cost of $30,000 - these ongoing costs do not include rate increases from the third party maintenance provider or server cost increases. The City is also being given $38,400 in discounts from the vendor for the combined upgrade (discounts have been included in the total upgrade cost). Finally, the amounts 'transferred' from the TIF and Water Construction funds are not a transfer of funds but are an amount loaned to the General, Water and Sewer funds to be repaid at an interest rate higher than the current earnings from investment interest (as of September 30, 2010 that rate was 0.55 %). Also, this is interest that the City is paying itself rather than a third party lender. The General fund will be responsible for approximately 65% of the repayment with the Water and Sewer funds responsible for the remaining portion. The Water and Sewer funds will only be responsible for those costs directly associated with the financial upgrade. The loan will be repaid over ten years pursuant to state statute at current market earning rates that are less than 1.0 %. Total cost for the proposed upgrade are (detailed cost breakdowns are attached - see Exhibit C): Total Financial Reporting System Upgrade - $256,325 The cost will be split three ways between the General, Water and Sewer Funds or $85,442 per fund ($256,325/3) Police Reporting System Upgrade - $255,525 The entire cost will be assessed to the General Fund The total cost of the upgrade for both systems is $511,850. Cost by Fund Annual Payment* Fund (includ'g int) (repaid over 10yrs) General $ 373,120 $ 37,312 ** Water 96,110 9,611 Sewer 96,110 9,611 Total $ 565,340 $ 56,534 * ** *Assumes 2.0% interest rate - actual final rate could be lower ** Total annual repayment is $3,312 more than the current maintenance agreements for current IBM servers ** *Assumes final loan amount to be $512,000 28 Honorable Mayor and City Council October 25, 2010 Page 5 ➢ Loaned amounts from the TIP and Water Construction funds in an amount not to exceed $515,000 to the General, Water and Sewer funds to be funded through an interfund loan as proposed by the Finance Director as part of the 2010 -11 Supplemental Budget. ➢ Annual payments from the General, Water and Sewer funds for $37,312 and $9,611, respectively totaling $56,534 to the TIF and Water Construction funds through December 2020. 29 Exhibit A Benefits to City of Woodburn Logos.NET software October c Like many other governments, Blaine has evaluated replacement software for it's AS /400 Finance, HR /Payroll and Utility Billing applications. During 2008, New World Systems reviewed business processes associated with the above applications and we conducted a demonstration of our Logos.NET solution as an integrated solution using Microsoft NET as the underlying technical architecture to enable Blaine personnel to "Do More with Less." Logos.NET,t since it's development in 2002, has been licensed by over 150 local government agencies. In Minnesota, the cities of Brooklyn Park, Burnsville, Duluth and Plymouth have either implemented or are in process of launching this software at their organizations. We are also undertaking an AS /400 replacement at Stearns County, Minnesota. Other regional cities that have selected Logos.NET as their ERP solution include: Bismarck, ND — Romeoville, IL — Urbandale, IA — Chesterfield, MO and many others. Some key benefits that will be realized at Blaine with the implementation of Logos.NET include: 1. Budgeting process. The city extracts data from ACS software, uses Excel for the budget cycle and upon adoption of the budget, the data is re -keyed into ACS. .NET solution: Users work within NET to work the budget process, all data is available, multiple what -if scenarios can be evaluated, and upon budget approval, no re- keying of data. Documents can be attached throughout the system for support of line items, electronic approval is on the system Net result: Less time to prepare the budget, no time needed to re -key the data, no potential errors due to re- keying potential problem. Process can be done on -line, drastically reducing cost of paper, ink toner and other costs of storage and paper handling. Estimated annual cost of man hours —on average —40 plus. 2. Procurement. Current process is centered around paper PO's, approvals are manual, no ability to email purchase orders. This process is outdated. .NETsolution: System allows for electronic workflow, approvals are on -line, email PO's is standard functionality, budget warnings are in real -time. The system allows for budget controls, elimination of paper processes (costs to print, store, retrieve paper documents over electronic data is significant .) Procurement card data download from financial institutions is standard functionality. Ability to track types of materials /services purchased is a selection criteria, which the current software does not produce. 31 3. Other financial processes changes: a. In Accounts Payable, ACH payment processing is standard option, allows for better cash management, reductions in cost of checks and the costs associated with printing, mailing and distribution. b. Full bank reconciliation is available within .NET, allowing for reduced staff time in manual check and /or bank reconciliation for a necessary but manual process that results in monthly hours savings. c. G/L re- structure. There is a desire to change the chart of accounts to better manage the city's growth since the installation of the current software. Logos.Net allows for flexible COA structure with a separate Project Accounting module to allow for Grant tracking, multi -year project tracking to allow better budgeting and accounting for these type of events. d. Asset Management is robust module that provides system depreciation, tracking of valuable city assets for long -term replacement and valuation. e. Miscellaneous Billing is available so the city can track expected revenue, be able to bill for it, record the accounts receivables and make financial forecasts based on these expected revenues. 4. HR /Payroll: The systems is not integrated to the G /L. Bi- weekly, journal entries have to be made (taking up time and with no integration,) there is no drill -down from payroll g/I to source data to validate information. Positive pay is not available with current software, HR tools are limited, hours entry is centralized (departments submit paper timesheets every other week, payroll clerk enters the data into payroll) since departments' staff are unfamiliar with AS /400 navigation and use. .NET solution: a) Integrated to finance, elimination of journal entry processes. b) Documents can be attached to employee files, records. c) Security can be deployed down to the field level. d) HR tools and software to reduce duplicate employee databases currently in use by HR staff. e) Hours entry to be de- centralized, reducing cost of time and error possibility over current manual processes. Full multi -level electronic approval processes for control. 32 f) Departmental access, as required. Departments can access their employee's accrual times, access documents, etc. g) E -Suite software allows for interactive employee information access. Payment stubs (for direct deposits) need only to be posted to the website, employees can elect to view /print at their leisure. Employees can submit updates to their records (address change, etc.) that is routed to Logos.NET for approval before posting to employee records. 5. Utility Billing: The current software has many limitations. Some of these are: Billing is via mail, 17,000 accounts billed quarterly, commercial 1000 accounts billed monthly. Billing codes have limitations, work orders are created manually, Desired utility functionality: Consumption by meter type (significant for commercial accounts. Meter inventory tracking (in and /or out of service) Audit of changes on the system. Refund availability within utility system to record against customer account. Ability to send 3 d parties (landlord, e.g.) copies of bills, notices, etc. Ability to re -print and email a bill. NSF and foreclosure flags on accounts. .NET solution: a) Addressed all of the above desired functionality for better customer service. b) One Logos.NET customer recently was able to reduce customer service staff due to better productivity with Logos.NET over older software. c) The system allows for email of utility bills. Cost savings can be very significant. Assuming half of the 17k residential accounts would sign up for email of bills, that means 8,500 bills times 4 (quarterly bills) would not have to be printed 33 (savings of several thousands of dollars), and mailing costs would be reduced by approximately (.30 X 8,500 X 4) $10,200 each year. Add the commercial monthly bill postage savings of (.30 X 1000 X 12) $3,600 and that is $13,800 cost savings per year over current costs. And postage is due to increase shortly. This does not account for bill reprints, statement mailings and notice billing. With E -Suite e- payments and e- utility, Blaine's customers can view their bills on- line, submitting payments on -line creating a virtual Blaine City Hall for these city services. This reduces cost of handling payments internally, providing 24/7 customer availability to interact with their account data and process payments against their bills. Other key benefits: • The current software is not used by departments to manage their budgets, access necessary information. This is due to system limitations and the reluctance of most staff to use AS /400 tools. • Ability to email data and reports from Logos to outside parties not on the system via PDF data generation (council reports, outside auditors, etc. • Full integration with Microsoft desktop tools — all data is one click away from Excel, data merge with Word is standard throughout system. • Attachment of documents throughout the system, either with use of Document Management system or independent of one. Central retrieval of supporting documentation is time saver for all users. • New World has staff that is familiar with AS /400 systems (your current systems to be replaced) to facilitate data file conversion into Logos.NET (all HR data would be automatically converted) for quicker deployment of the software. The underlying technology of .NET addresses the issue of "Do More with Less" and the increase in Blaine's productivity will be felt within a short time after the start of implementation. Work the way you live at Blaine —the city employees, city management and the city's customers — your constituents. Through the use of Logos.NET. �s Person Screen Aegis Police Department 'LIVE' PS2310S2 8/06/ Juvenile Jacket Maintenance Change CAI U AEGISPD Aegis PD Lock ti Jacket tt 2 OODOOD129 J Name CUNNINGHAM.IDAVID.UAYNE, Address 422,.GLENGARY, 0 city /State /Tip WOLVERINE LAKE MI + 40390 Venue; Home Phone 9 2486241335 Work Phone 9 PALO White Sex . Malik 0.0 8 4 Age . (Range) Y. (y, S*ciat Securitqu: 00000000 000-00-ooioo Ethnic Origin Height (Range) We i gh t (Range) z Hair Color Eye Color Driver License N: State Dry LLc Type , : _ + Expire Year F3.exit F4-Prompt F7-Aterts PO-Subset Act FO- Activity FLO-Addi Cher F12-Cancel F14-Known Assoc F15"Mug Shots FLO-Alias FIB-Rout Numbers PIS-DL Char F20-0rim Cher F21-SHTH F22qRddl Into F Documents b MW Mll-down to itedInfo M.,Add,4 IMI NCIC Exhibit "B" FINDINGS IN SUPPORT OF SOLE SOURCE SOFTWARE CONTRACT State and local contracting rules allow for sole source procurements when the Contract Review Board adopts findings that support the conclusion that the good or service is available from only one source. A sole source procurement is appropriate for the upgrade of the City's existing finance and police records software for the following reasons: 1. Data Conversion. Smooth transition of data from the old system to the new system is a key to the successful upgrade. The City has used New World for a number of years. The City's data is in New World's format and New World will not have any problem transferring that data to the upgraded system. Using a different software vendor increases the risk of data loss and limiting access to data as well as increased costs. An economical fixed price Data Conversion from the iSeries software to the Microsoft based software is included. No other vendor can offer a fixed price seamless transition of data. The legacy data collected over the last eight years of operation will be moved to the Aegis /.Net Microsoft based Records System. This provides complete use of the historical data and many other potential benefits, including use of the data for the safety of mobile patrol staff, assistance with investigations and improved crime reporting. 2. Software modules are a "Like for Like" transition. Meaning, all software modules in use today will be implemented in the Microsoft based System. This allows the use of new and enhanced features and functions available in the Microsoft based Record System. 3. Consistent Annual Maintenance. The Annual Maintenance fees (SSMA) are extended from one system to the other with no interruption of service or adding of new fees. Also, Woodburn can run both versions of the New World software during the implementation with no additional costs for SSMA for as long as needed. 4. Ease of User Training. Training cost and business disruption will be held to a minimum because the upgraded Records Systems contains similar terminology, conventions, business best practices and policies. Knowledgeable users will be able to quickly learn the new system with minimal changes to business practice, workflow and operating procedures. a. New World mobile software will not be replaced. Meaning, Officers in the field do not need to be re- trained on a new mobile system and protecting your mobile investment. To the field officer, little or no- change will be taking place. 0 EXHIBIT "C" Budgetary Proposal Logos 400 to Logos .NET Upgrade WOODBURN, OREGON October 1, 2010 One Time Cost A. Logos .NET License Fee Cost 1) Licensed Standard Software 2) Less Customer Loyalty Software Credit 3) Less Combined Aegis & Logos Concurrent Commitment 171,000 (77,525) (20,000) $73,475 B. Support Services 1) Project Management 2) Installation and Training 3) Hardware Assurance 4) Interface Installation Fees C. Other Costs (Estimate) 1) Data File Conversion TOTAL ONE TIME COST 101,400 25,000 $ 199,875 ( On - Going Annual Cost for Standard Software Maintenance Agreement (SSMA) E . 1) Standard Software Maintenance Agreement (SSMA) (Annual Cost) The year 1 SSMA cost of Logos NET will remain the same as the current AS /400 SSMA. The SSMA cost of years 2 through 5 of Logos NET will increase 3% annually over the prior year. Note: The Logos .NET Standard Software will provide comparable but not identical capabilities to the Logos AS 1400 software currently in use. The cost of any custom AS1400 software in use is not included. This Proposal is valid until December 31, 2009, and assumes a sole source procurement with New World. Customer must also be current on any amounts owed New World. Travel and Living expenses are not included in the Total One Time Cost above. New World estimates there to be 15 trips at $1300,4rip (includes airfare, hotel, per diem, car rental, gas), or $19,500. All Travel and Living expenses will be billed on a weekly basis, but only as incurred. (D 0 37 E-iIFsI``' "C" Wo All I Nciv 117odcl Woodburn, Oregon Aegis 400 to Aegis MSP Upgrade Budgetary Proposal October 1, 2010 One Time Cost A. Application Software 1) Licensed Standard Software 2) Less Customer Loyalty Software Credit 3) Less Combined Aegis & Logos Concurrent Commitment B. Implementation Services 1) Project Management 2) Implementation and Training 3) Windows Operating System Assurance and Software Installation 4) Interface Installation Fees including Geo -File 5) Data File Conversion (Estimate) C. Third Party Products and Services 1) Third Party Products and Services TOTAL ONE TIME COST $84,175 $184,000 (81,425) (18,400) 110,100 6,250 $ 200,525 �' O C. 1) Standard Software Maintenance Agreement (SSMA) (Annual Cost) The year 1 SSMA cost of Aegis MSP will remain the same as the $16,910 current AS /400 SSMA. The SSMA cost of years 2 through 5 of Aegis MSP will increase 3% annually over the prior year. Note: The Aegis MSP Standard Software will provide comparable but not identical capabilities to the Aegis AS 1400 software currently in use. The cost of any custom AS 1400 software in use is not included. This Proposal is valid thru December 31, 2010 and assumes a sole source procurement with New World. Customer must also be current on any amounts owed New World. Travel and Living expenses are not included in the Total One Time Cost above. New World estimates there to be 10 trips at $1,500 1trip (includes airfare, hotel, per diem, car rental, gas), or $15,000. All Travel and Living expenses will be billed on a weekly basis, but only as incurred. L' Confidential and Proprietary 38 r+ < Nor tk"61 October 1, 2010 ADDITIONAL SOFTWARE LICENSE AGREEMENT For a Logos 400 to Logos NET Upgrade Mr. Scott Derickson, City Administrator City of Woodburn 270 Montgomery St. Woodburn, OR 97071 -4730 Dear Mr. Derickson: New World Systems is pleased to license you additional software and provide implementation services for the upgrade of your AS /400 Licensed Standard Software to the New World Logos NET Licensed Standard Software. The attached forms (Exhibits AA, A, B, C and F) are to be reviewed and approved by you and/or your authorized representative. They describe the additional software and services you have requested along with the related fees. Other than for the purposes of internal review, we ask that you treat our fees as confidential information. This is due to the competitive nature of our business. The General Terms and Conditions from our original License Agreement with the City of Woodburn, OR are incorporated and continue to apply. Upon completion of the upgrade to Logos NET standard software, the definition of COMPUTER from the (December 19, 2001) Agreement will be the NET server(s) in use, and not the IBM AS /400. Any taxes or fees imposed from the course of this Agreement are the responsibility of the Customer. Please acknowledge the change and your understanding on the services by the appropriate signature below. ACKNOWLEDGED AND AGREED TO BY: NEW WORLD SYSTEMS CORPORATION WOODBURN, OR (New World) (Customer) By: By: Authorized Signature Title Larry D. Leinweber, President Date: By: Authorized Signature Title Date: Each individual signing above represents that (s)he has the requisite authority to execute this Agreement on behalf of the organization for which (s)he represents and that all the necessary formalities have been met. The "Effective Date" of this Agreement is the latter of the two dates in the above signature block. PRICING ASSUMES CONTRACT EXECUTION BY DECEMBER 31 2010. Corporate: 888 West Big Beaver Road • Suite 600 • TroY • Michigan 48084 -4749 • 248- 269 -1000 • www.netivworldsystems.com IL 100] 10NW L4L SYr.docx EXHIBIT AA TOTAL COST SUMMARY AND PAYMENT SCHEDULE 1. Total Cost Summary: Licensed Standard Software, Implementation Services, And Third Party Products DESCRIPTION OF COST COST A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A $73,475 1. Licensed Standard Software $171,000 2. Less Customer Loyalty Software Credit (77,525) 3. Less Combined Aegis & Logos Concurrent Commitment (20,000) B. IMPLEMENTATION SERVICES 126,400 1. PROJECT MANAGEMENT as further described in Exhibit B 2. INTERFACE INSTALLATION SERVICES as further described in Exhibit B 3. IMPLEMENTATION AND TRAINING SERVICES as further described in Exhibit B 4. OTHER IMPLEMENTATION SERVICES as further described in Exhibit B 5. DATA FILE CONVERSION ASSISTANCE SERVICES as further described in Exhibit F ONE TIME PROJECT COST: C. TRAVEL EXPENSES (Estimate) — billed as incurred $19,500 D. STANDARD SOFTWARE MAINTENANCE SERVICES —the services are further detailed in Exhibit C. PRICING ASSUMES CONTRACT EXECUTION BYDECEMBER 31, 2010. it, 100110 U2W 1-41- 5Yr.docx CONFIDENTIAL Page 2 of 13 40 Woodburn, OR Exhibit AA / COST SUMMARY AND PAYMENT SCHEDULE Il Payments for Licensed Standard Software Implementation Services, and Third Party Products DESCRIPTION OF PAYMENT PAYMENT A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A $73,475 1. Amount invoiced upon Effective Date (50 %) $36,740 2. Amount invoiced upon delivery of each Licensed Standard 36,735 Software (50 %) B. IMPLEMENTATION SERVICES 1. Amount invoiced upon the Effective Date 2. Amount invoiced 90 days after the Effective Date 3. Amount invoiced 180 days after the Effective Date 4. Amount invoiced 270 days after the Effective Date 5. Amount invoiced upon project completion or 365 days after the Effective Date, whichever comes first 126,400 $28,440 28,440 28,440 28,440 12,640 ONE TIME PAYMENTS: X122 Z� C. TRAVEL EXPENSES (Estimate) $19,500* (These expenses are billed as incurred) 1. 15 trips are anticipated. 2. Travel Time for the estimated 15 trips is not included in this estimate and will be billed as incurred. *Estimate D. STANDARD SOFTWARE MAINTENANCE SERVICES — as further detailed in Exhibit C ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE. Billings are applied ratably to each deliverable included under the total one -time cost. If any deliverable is subject to sales tax, the tax will be calculated and added as applicable to each billing. tt, 100110 U2W L4L 5Yr.docx CONFIDENTIAL Page 3 of 13 41 Woodburn, OR EXHIBIT A LICENSED STANDARD SOFTWARE AND FEES 1. License Fee for Licensed Standard Software And Documentation Selected By Customer Application Package 1,2,1 EXISTING SOFTWARE TO BE REPLACED FINANCIAL MANAGEMENT 1. Logos.NET Financial Management Base Suite - General Ledger - Budget Management - Annual Budget Preparation - Accounts Payable Module - Revenue /Cash Receipting Cost (Users included - 20) $35,000 2. Logos.NET Additional Financial Management Software - Asset Management 6,000 - Project Accounting 6,000 3. Logos.NET Procurement Management Suite - Purchasing Base 11,000 - Requisition Processing 6,000 SUB-TOTAL FINANCIAL 11 64,000 PAYROLL & HUMAN RESOURCES SUITE (Users included - 10) 4. Logos.NET Human Resources Management Base Suite 30,000 - Payroll Processing - Personnel Management - Position Control 5. Logos.NET Human Resources - Employee Event Tracking 6,000 6. Logos.NET Additional Payroll & HR Modules - Position Budgeting 6,000 PAYROLL/lit III UTILITY MANAGEMENT SUITE 4 (Users included - 10) 7. Logos.NET Utility Management Software - Water /Sewer /Refuse Base Package 25,000 8. Logos.NET Additional Utility Management Modules - Automatic Meter Read (AMR) Interface 5 5,000 - Meter and Device Inventory 8,000 38,000 1 CONFIDENTIAL IL 100110 U2W 1-41- 5Yr.docx Page 4 of 13 Woodburn, OR 42 Exhibit A / LICENSED STANDARD SOFTWARE AND FEES COMMUNITY DEVELOPMENT SUITE 9. Logos.NET Community Development Software - Business Licensing BUSINESS ANALYTICS 10. Finance Analytics - Includes 2 users (Users included - 10) 9,000 6,000 11. Human Resource /Payroll Analytics - Includes 2 users 6,000 12. Utility Management Analytics - Includes 2 users 6,000 NEW WORLD STANDARD SOFTWARE LICENSE FEE 171,000 LESS CUSTOMER LOYALTY SOFTWARE CREDIT (77,525) LESS COMBINED AEGIS & LOGOS CONCURRENT COMMITMENT (20,000) TOTAL SOFTWARE LICENSE FEE S73,475 ENDNOTES I Personal Computers must meet the minimum hardware requirements for New World Systems' Logos.NET product. Microsoft Windows XP or greater with IF, 7.0 or greater is the required operating systems for all client machines. Windows 2008 Server is required for the Application Server(s), Web Server(s) and Database Server. Microsoft SQL Server 2008 is required for the Database Server. New World Systems' Logos. NET product requires Microsoft Windows 2008 Server and Microsoft SQL Server 2008 including required Client Access Licenses (CALs) and Windows Server 2008 External Connector (EC) licenses_for applicable Microsoft products. ,Servers must meet minimum hardware requirements provided by New World Systems. 3 Suggested minimum: IOOMB Ethernet Network. IOMB CATS Ethernet Network may have less than adequate response time. Further consultation would be required to assess your network. 4 Additional cost per group of 5 for authorized users is $5, 000. 5 Currently supports interfaces to Sensus /Rockwell, Neptune, Itron, Radix, Syscon and Schlumberger devices. Technical assurance must be obtained to verb the Business Partner's software /hardware release level interface requirements. Prices assume that all software proposed is licensed. Any taxes orfees imposed are the responsibility of the purchaser and will be remitted when imposed. CONFIDENTIAL IL 100110 U2W L4L 5Yr.docx Page 5 of 13 Woodburn, OR 43 EXHIBIT B PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES Proiect Management Services New World shall act as Project Manager to assist Customer's management in implementing the Exhibit A software. This responsibility will include documenting, coordinating and managing the overall Implementation Plan with Customer's management and the Customer Liaison. Project Management Services include: a) a summary level Implementation Plan; b) a detail level Implementation Plan; c) revised Implementation Plans (if required); d) monthly project status reports; and e) project status meetings • a project review (kickoff) meeting at Customer's location • progress status meeting(s) will occur during implementation via telephone conference or at Customer's location; and • a project close -out meeting at Customer's location to conclude the project. The implementation services fees described in Exhibit AA include Project Management fees for a period up to 12 months after the Effective Date. 2. Implementation and Training Support Hours Recommended It is recommended that appropriate support hours are allocated for all Licensed Standard Software listed in Exhibit A to insure successful implementation of and training on each application package. Based on the Licensed Standard Software listed on Exhibit A, up to 460 hours of New World implementation and training support services have been allocated for this project. Excess hours requested shall be billed at the Hourly Rate. Avoiding or minimizing custom or modified features will aid in keeping the support costs to the amount allocated. Customer agrees to reimburse New World for support trips canceled by Customer less than ten (10) days before the scheduled start date to cover New World's out -of- pocket costs and lost revenues. The recommended implementation and training support services include: a) implementation of each package of Licensed Standard Software; and b) Customer training and/or assistance in testing for each package of Licensed Standard Software. The project management, implementation and training support services provided by New World may be performed at Customer's premises and /or at New World national headquarters in Troy, Michigan (e.g., portions of project management are performed in Troy). 3. Interface Installation Service New World shall provide interface installation services as described in this paragraph below. These services do not include hardware and /or third party product costs which shall be Customer's responsibility, if required. Whenever possible, these services will be done remotely, resulting in savings in Travel Expenses and Time. If on -site installation and training is required, Customer will be responsible for the actual Travel Expenses and Time. The services include the following interfaces. a) AMR Interface CONFIDENTIAL I 100110 U2W L4L 5Yr.docx Page 6 of 13 Woodburn, OR .. Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES 4. Hardware Ouality Assurance Service New World shall provide Hardware Systems Assurance of Customer's Logos.NET server(s). These services do not include hardware and /or third party product costs which shall be Customer's responsibility, if required. Whenever possible, these services will be provided remotely, resulting in savings in travel expenses and time. If on- site installation is required, Customer will be responsible for the actual travel expenses and time. a) Hardware Quality Assurance Services (Standard) Environment: Hardware Systems Assurance and Software Installation:: - Assist with High Level System Design /Layout - Validate Hardware Configuration and System Specifications - Validate Network Requirements, including Windows Domain - Physical Installation of New World Application Servers - Install Operating System and Apply Updates - Install SQL Server and Apply Updates - Install New World Applications Software and Apply Updates - Establish Base SQL Database Structure - Install Anti -Virus Software and Configure Exclusions - Install Automated Backup Software and Configure Backup Routines - Configure System for Electronic Customer Support (i.e. NetMeeting) - Tune System Performance Including Operating System and SQL Resources - Test High Availability /Disaster Recovery Scenarios (if applicable) - Provide Basic System Administrator Training and Knowledge Transfer - Document Installation Process and System Configuration 5. Additional Services Available Other New World services may be required or requested for the following: a) additional software training; b) tailoring of Licensed Standard Software by New World technical staff and /or consultation with New World technical staff, c) New World consultation with other vendors or third parties; d) modifying the Licensed Standard Software; e) designing and programming Licensed Custom Software; and I) maintaining modified Licensed Standard Software and /or custom software. Customer may request these additional services in writing using New World's Request For Service (RFS) procedure (or other appropriate procedures mutually agreed upon by Customer and New World and will be provided at the Hourly Rate). CONFIDENTIAL I 1001 10 U2W L4L 5Yr.docx Page 7 of 13 Woodburn, OR 45 EXHIBIT C STANDARD SOFTWARE MAINTENANCE AGREEMENT (SSMA) This Standard Software Maintenance Agreement (SSMA) between New World and Customer sets forth the standard software maintenance support services provided by New World. 1. Service Period This SSMA shall remain in effect for a period of five (5) years (the SSMA term) beginning on 06/01/2011 (the start date) and ending on 05/31/2016 (the end date). Services Included New World shall provide the following services during the SSMA term. a) upgrades, including new releases, to the Licensed Standard Software (prior releases of Licensed Standard Software application packages are supported no longer than nine (9) months after a new release is announced by New World); b) temporary fixes to Licensed Standard Software (see paragraph 6 below); c) revisions to Licensed Documentation; d) reasonable telephone support for Licensed Standard Software on Monday through Friday from 8:00 a.m. to 8:00 p.m. (Eastern Time Zone); and e) invitation to and participation in user group meetings. Items a, b, and c above will be distributed to Customer by electronic means. Additional support services are available as requested by Customer at the Hourly Rate. Maintenance for Modified Licensed Standard Software and Custom Software Customer is advised that if it requests or makes changes or modifications to the Licensed Standard Software, these changes or modifications (no matter who makes them) make the modified Licensed Standard Software more difficult to maintain. If New World agrees to provide maintenance support for Custom Software or Licensed Standard Software modified at Customer's request, or for prior releases of New World's software, then the additional New World maintenance or support services provided shall be billed at the Hourly Rate. Billina Maintenance costs will be billed annually. 5. Additions of Software to Maintenance Agreement Additional Licensed Standard Software licensed from New World will be added to the SSMA ninety (90) days after delivery. Costs for the maintenance for the additional software will be billed to Customer on a pro rata basis for the remainder of the maintenance year and on a full year basis thereafter. CONFIDENTIAL I 100110 U2W 1-41- 5Yr.docx Page 8 of 13 Woodburn, OR M . Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT 6. Requests for Software Correction on Licensed Standard Software At any time during the SSMA term, if Customer believes that the Licensed Standard Software does not conform to the warranties provided under this Agreement, Customer must notify New World in writing that there is a claimed defect and specify which feature and /or report it believes to be defective. Before any notice is sent to New World, it must be reviewed and approved by the Customer Liaison. Documented examples of the claimed defect must accompany each notice. New World will review the documented notice and when a feature or report does not conform to the published specifications, New World will provide software correction service at no charge. A non - warranty request is handled as a billable Request For Service (RFS) provided at the Hourly Rate. The no- charge software correction service does not apply to any of the following: a) situations where the Licensed Standard Software has been changed by anyone other than New World personnel; b) situations where Customer's use or operations error causes incorrect information or reports to be generated; and c) requests that go beyond the scope of the specifications set forth in the current User Manuals. 7. Maintenance Costs for Licensed Standard Software Packaees Covered for .NET Servers) New World agrees to provide software maintenance at the costs listed below for the New World Licensed Standard Software packages described in Exhibit A. Annual Maintenance Cost (5 -Year Plan, Billed annual) Year 1 for period 06/01/11 — 05/31/12 $23,582 Year 2 for period 06/01/12 — 05/31/13 3% increase over previous year Year 3 for period 06/01/13 — 05/31/14 3% increase over previous year Year 4 for period 06/01/14 — 05/31/15 3% increase over previous year Year 5 for period 06/01/15 — 05/31/16 3% increase over previous year CONFIDENTIAL I 1001 10 U2W L4L SYr.docx Page 9 of 13 Woodburn, OR 47 EXHIBIT F DATA FILE CONVERSION ASSISTANCE New World will provide conversion assistance to Customer to help convert the existing data files specified below. If additional files are identified after the contract execution, estimates will be provided to Customer prior to New World beginning work on those newly identified files. General a) This conversion effort includes data coming from one unique data source, not multiple sources. b) No data cleansing, consolidation of records, or editing of data will be part of the data conversion effort. Data cleansing, removal of duplicate records, and editing must take place by Customer prior to providing the data to New World 2. New World Responsibilities a) New World will provide Customer with a conversion design document for signoff prior to beginning development work on the data conversion. No conversion programming by New World will commence until Customer approves this document. b) New World will provide the data conversion programs to convert Customers data from a single data source to the New World Licensed Standard Software for the specified files that contain 500 or more records. c) As provided in the approved project plan for conversions, New World will schedule a conversion analysis trip and a separate data conversion testing trip to Customer's location. The conversion testing trip for each application is a billable support trip, using standard Exhibit B hours, which is scheduled in conjunction with the delivery of the converted data to the Customer. d) New World will provide the Customer up to 3 test sets of the converted data. Additional test sets requested may /will require additional conversion costs. e) New World will provide the standard conversion record layouts to the Customer and convert the available data elements defined in the standard conversion record layouts. f) Up to seven years of historic data will be converted by New World. 3. Customer Responsibilities a) Customer will provide data in standard conversion record layouts as provided by New World. Submitted data files must include an accurate count of records contained in the files. b) Data will be submitted to New World in one of the following formats: AS /400 files, Microsoft SQL Server database, Microsoft Access database, Microsoft Excel Spreadsheet, or an ASCII - format delimited text file. Data and databases will be transferred using the New World ftp site. c) Customer understands that files or tables containing less than 500 records or table entries will not be converted. d) As provided in the project plan for conversions, Customer will provide a dedicated resource in each application area to focus on conversion mapping and testing. This includes dedicating a support person(s) whenever New World staff is on site regarding conversions. Roughly a one to one commitment exists for Customer commitment and New World commitment. Customer understands that thorough and timely testing of the converted data by Customer personnel is a key part of a successful data conversion. e) Customer agrees to promptly review conversion deliveries and signoffon both the conversion design document and on the final conversion after the appropriate review. Applying the converted data to the production (Live) environment will constitute conversion acceptance by Customer. fl If the Customer cannot provide data in the format defined in New World's standard conversion record layouts then New World will map the data to New World's standard conversion record layout on an hourly billable basis. The Customer must provide complete file and field definitions for New World to map the data. CONFIDENTIAL tt, 100110 U2W L41- 5Yr.docx Page 10 of 13 Woodburn, OR 48 Exhibit F / DATA FILE CONVERSION ASSISTANCE 4. Files to be converted The following files will be converted from the Logos 400 System: Finance Finance Base - (Minimum Requirement) • COA - The chart of accounts includes funds, organizations 2 through 6, base and detail accounts, organizations sets. • Vendor - Vendors include the base vendor, vendor contacts, and vendor addresses. • Projects - Project set up and general ledger transactions. • GL History - The General Ledger History conversion includes the detailed general ledger transaction history. • Current Year's Budget - Pending budget. • Budget History - Adopted budget history. • Banks - Bank set up includes the bank information and the bank account information. • Departments - Departments include the conversion of the functional department and sub - department codes • Master Files - Financial Managements master files include invoice types, sales tax, and validations sets. Purchase Orders / Accounts Payable • Purchase Orders - Purchase order, detail items, disbursements, receipt of goods, requisitions, change history. • Accounts Payable - Accounts Payable conversion includes the accounts payable invoices, detail items, charges, payments, checks, and disbursements. Revenue Collection Receipts • Revenue Collection Receipts - Payment Codes, Collection Stations, Receipt transactions. Fixed and Pending Assests • Fixed Assets/ Pending Assets - Assets, asset items, asset classifications, depreciation methods, transaction history. User Defined Fields • UDF / Master File UDF CONFIDENTIAL t I. 100110 U2W L4L 5Yr.docx Page 11 of 13 Woodburn, OR Exhibit F / DATA FILE CONVERSION ASSISTANCE Human Resources/ Payroll Employee Base • Employee - Employee Master Files include Employee demographic information, assigned benefits, assigned deductions, assigned taxes, assigned pay rate, employee direct deposit set up, employee gl distributions, assigned schedules, assigned dependents, assigned Certification. • Employee Check Messages - Check messages to appear on the employee's check. • Employee Documents - Attaches Word and Excel documents to the employee. Free form text on the 400 is not supported. • Employee Inventory - Inventory items such as keys, pagers, and key cards assigned to employees. • Employee Education - Education, skills, and certifications acquired by the employee. • Master Files - HR Master files include Benefit Codes, Deduction Codes, Tax Codes, Hours Codes, Hours Categories, Shift Codes, FLSA Codes, Job Classes, Grades /Rates, Workers Compensation codes, Frequency Codes Separate Check codes, Bank Accounts, Benefit Groups, Pay Batches, Departments and Sub - departments and validation set entries required for employee set up. Payroll History Base • Pay Batch History - The batch history for payroll. • Earnings History - The employees earnings history by pay batch. • Deduction History - The employees deduction payment history by pay batch. • Benefit History - The employees benefit history by pay batch. • Hours History - The employees hour history by pay batch. This includes earned and taken accrual hours. • Payroll Journal - Detail line items of main General Ledger journal entry. • Check History - Check number and check date. Links the check to the earnings information. • Disbursement Check History - Vendor payments created from payroll processes. Interfaced to Accounts Payable but processing disbursements Positions • Positions - Positions • Position Budgeting - Expense assigned to the position. • Employee Positions - Assigned employee position and employee position history. CONFIDENTIAL tt. 1001 10 U2W 1-41- 5Yr.docx Page 12 of 13 Woodburn, OR Exhibit F / DATA FILE CONVERSION ASSISTANCE Utilities Utilities Base - (Minimum Requirement) • Customer/ Accounts/ Contacts - Customer includes customer information, account information, mailing address, service address, and account level user defined fields. • Deposits - deposits • Billing Items - Other Charges • Meter Unit Service - meters and meter level user defined fields • Meter Unit Rate - rates • Consumption - consumption • Transactions - Transactions include transactions, bills, payments, penalties, refunds (all), adjustments (all) • Notes - documents and messages • Work Orders - work orders • Bank Drafting - bank drafts CONFIDENTIAL I 100110 U2W L41- 5Yr.docx Page 13 of 13 Woodburn, OR 51 I 1W October 1, 2010 ADDITIONAL SOFTWARE LICENSE AGREEMENT For an Aegis 400 to Aegis MSP Upgrade - 5 Year Chief Scott Russell Woodburn Police Department 1060 Mt. Hood Avenue Woodburn, OR 97071 Dear Chief Russell: New World Systems is pleased to license you additional software and provide implementation services for the upgrade of your AS /400 Licensed Standard Software to the New World Aegis MSP Licensed Standard Software. The attached forms (Exhibits AA, A, B, C, F and Appendix 1) are to be reviewed and approved by you and /or your authorized representative. They describe the additional software and services you have requested along with the related fees. Other than for the purposes of internal review, we ask that you treat our fees as confidential information. This is due to the competitive nature of our business. The General Terms and Conditions from our original License Agreement with the Woodburn Police Department are incorporated and continue to apply. Upon completion of the upgrade to Aegis MSP standard software, the definition of COMPUTER from the (October 31, 1991) Agreement will be the MSP server(s) in use, and not the IBM AS /400. Any taxes or fees imposed from the course of this Agreement are the responsibility of the Customer. Please acknowledge the change and your understanding on the services by the appropriate signature below. ACKNOWLEDGED AND AGREED TO BY: NEW WORLD SYSTEMS CORPORATION (New World) WOODBURN POLICE DEPARTMENT, OR (Customer) By: Larry D. Leinweber, President Date: By: Authorized Signature Title By: Authorized Signature Date: Title Each individual signing above represents that (s)he has the requisite authority to execute this Agreement on behalf of the organization for which (s)he represents and that all the necessary formalities have been met. The "Effective Date" of this Agreement is the latter of the two dates in the above signature block. PRICING ASSUMES CONTRACT EXECUTION BYDECEMBER 31, 2010. Corporate: 888 West Big Betwer Road • Suite 600 • Troy • Michigan 48084 -4749. 248- 269 -1000 com IA CNT 100110 UP2WIN - 5 Y (Woodburn) 52 EXHIBIT AA TOTAL COST SUMMARY AND PAYMENT SCHEDULE I. Total Cost Summary: Licensed Standard Software, Implementation Services, and Third Party Products DESCRIPTION OF COST COST A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A $84,175 1. Licensed Standard Software $184,000 2. Less Customer Loyalty Software Credit (81,425) 3. Less Combined Aegis & Logos Concurrent Commitment (18,400) B. IMPLEMENTATION AND THIRD PARTY PRODUCTS AND SERVICES 110,100 1. PROJECT MANAGEMENT as further described in Exhibit B 2. INTERFACE INSTALLATION SERVICES as further described in Exhibit B 3. IMPLEMENTATION AND TRAINING SERVICES as further described in Exhibit B 4. OTHER IMPLEMENTATION SERVICES as further described in Exhibit B 5. DATA FILE CONVERSION ASSISTANCE SERVICES as further described in Exhibit F C. "THIRD PARTY PRODUCTS AND SERVICES 6,250 1. THIRD PARTY PRODUCTS AND SERVICES as further described in Appendix I ONE TIME. PROJECT COST: $�5 D. TRAVEL EXPENSES (Estimate) — billed as incurred $15,000 E. STANDARD SOFTWARE MAINTENANCE SERVICES the services are further detailed in Exhibit C. PRICING ASSUMES CONTRACT EXECUTION BY DECEMBER 31, 2010. CONFIDENTIAL I A CNT 100110 UP2wIN - 5YR (Woodburn) Page 2 of 16 Woodburn Police Department, OR 53 Exhibit AA / COST SUMMARY AND PAYMENT SCHEDULE II. Payments for Licensed Standard Software, Implementation Services, and Third Party Products DESCRIPTION OF PAYMENT PAYMENT A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A $84,175 1. Amount invoiced upon Effective Date (50 %) $42,090 2. Amount invoiced upon delivery of each Licensed Standard 42,085 Software (50 %) B. IMPLEMENTATION AND THIRD PARTY PRODUCTS AND SERVICES 110,100 1. Amount invoiced upon the Effective Date $27,525 2. Amount invoiced 90 days after the Effective Date 27,525 3. Amount invoiced 180 days after the Effective Date 27,525 4. Amount invoiced upon project completion or 365 days 27,525 after the Effective Date, whichever comes first C. THIRD PARTY PRODUCTS AND SERVICES 6,250 1. Amount invoiced upon the Effective Date (50 %) $3,125 2. Amount invoiced upon Delivery of Third Party 3,125 Products and Services (50 %) ONE TIME PAYMENTS: D. TRAVEL EXPENSES (Estimate) $15,000* (These expenses are billed as incurred) 1. 10 trips are anticipated. 2. Travel Time for the estimated 10 trips is not included in this estimate and will be billed as incurred. *Estimate E. STANDARD SOFTWARE MAINTENANCE SERVICES — as further detailed in Exhibit C ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE. Billings are applied ratably to each deliverable included under the total one -time cost If any deliverable is subject to sales tax, the tax will be calculated and added as applicable to each billing. CONFIDENTIAL IA CNT 100110 UNWIN - 5VR (Woodburn) Page 3 of 16 Woodburn Police Department, OR M EXHIBIT A LICENSED STANDARD SOFTWARE AND FEES 1. License Fee for Licensed Standard Software And Documentation Selected By Customer Application Package '' ;4 Cost EXISTING SOFTWARE TO BE REPLACED LAW ENFORCEMENT RECORDS (Workstations included in LE Records Base - 18) 1. Aegis /MSP Multi - .Jurisdictional Base Law Enforcement Records Accidents Arrest Business Registry Case Processing Computer Aided Investigations Federal Reports (UCR/IBR) - Geo -File Verification - Impounded Vehicles - Incident Tracking - Jacket Processing - Personnel /Education - Property - Traffic Tickets and Citations - Wants and Warrants 2. Aegis/MSP Federal and State Compliance Reporting for LE Records - Federal UCRABR 3. Additional Aegis /MSP Software for Law Enforcement Records Bookings Case Management Data Analysis /Crime Mapping /Management Reporting" 4. Aegis /MSP Third Party LE Records Interface Software - Livescan Interface (supports Identix, CrossMatch, Printrak, Sagem Morpho, Cogent, Comnetix in dev.) - APS Ticket Writer Interface 5. Aegis /MSP Imaging Software Public Safety Lineups/Mug Shots s Digital Imaging/Electronic Signature Capture 6. Cost for Additional Law Enforcement Records Workstations - 7 group(s) of 5 additional workstations at $6,000 per group CONFIDENTIAL IA CNT 100110 UNWIN - 5YR (Woodburn) Page 4 of 16 Woodburn Police Department, OR 55 Exhibit A / LICENSED STANDARD SOFTWARE AND FEES NEW WORLD STANDARD SOFTWARE LICENSE FEE 184,000 LESS CUSTOMER LOYALTY SOFTWARE CREDIT (81,425) LESS COMBINED AEGIS & LOGOS CONCURRENT COMMITMENT (18,400) ENDNOTES Personal Computers must meet the minimmn hardware requirements for New World Svstenis'MSP product. Microsoft Windows XP or later is required for all client machines. Windows 2003 12008Sen and SQL Sen ^er 200512008 are required for the Application and Database Sen'erts). New World Svstenis' MSP product requires Microsoft Windows 200312008 Server and SQL Server 2005 12008 including required Client Access Licenses (CALs) for applicable Microsoft products. Servers nu4st meet minimum hardware requirements provided by New World Svstems. Nesw World Svstems'MSPproduct requires Microsoft Excel or Windows Search 4.0 for document searching f arctionality; Microsoft Word is required on the application server for report formatting. d New World recommends a 100 11000MB (GB) Ethernet network for the local area network. Wide area network requirements vary based on system configuration, New World will provide further consultation for - this environment. Federal UCR/IBR includes edits, reports and electronic submission. 6 Application may require a separate Server. Does not include anv required 3rd party hardware or software unless specified in Section B of this proposal. Customer is responsible for anv 3rd party support. Camera must meet product specifications and be procured through New World. Prices assume that all software is licensed. 10 Arty taxes or imposed are the responsibility of the purchaser and will be remitted when imposed. CONFIDENTIAL I CNT 100110 UP2WIN - 5YR (Woodburn) Page 5 of 16 Woodburn Police Department, OR 0 EXHIBIT B PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES Project Management Services New World shall act as Project Manager to assist Customer's management in implementing the Exhibit A software. This responsibility will include documenting, coordinating and managing the overall Implementation Plan with Customer's management and the Customer Liaison. Project Management Services include: a) a summary level Implementation Plan; b) a detail level Implementation Plan, c) revised Implementation Plans (if required); d) monthly project status reports, and e) project status meetings • a project review (kickoff) meeting at Customer's location • progress status meeting(s) will occur during implementation via telephone conference or at Customer's location; and • a project close -out meeting at Customer's location to conclude the project. The implementation services fees described in Exhibit AA include Project Management fees for a period up to 12 months after the Effective Date. Implementation and Training Support Hours Recommended It is recommended that appropriate support hours are allocated for all Licensed Standard Software listed in Exhibit A to insure successful implementation of and training on each application package. Based on the Licensed Standard Software listed on Exhibit A, up to 260 hours of New World implementation and training support services have been allocated for this project. Excess hours requested shall be billed at the Hourly Rate. Avoiding or minimizing custom or modified features will aid in keeping the support costs to the amount allocated. Customer agrees to reimburse New World for support trips canceled by Customer less than ten (10) days before the scheduled start date to cover New World's out -of- pocket costs and lost revenues. The recommended implementation and training support services include: a) implementation of each package of Licensed Standard Software; and b) Customer training and /or assistance in testing for each package of Licensed Standard Software. The project management, implementation and training support services provided by New World may be performed at Customer's premises and /or at New World national headquarters in Troy, Michigan (e.g., portions of project management are performed in Troy). Interface Installation Service New World shall provide interface installation services as described in this paragraph below. These services do not include hardware and /or third party product costs which shall be Customer's responsibility, if required. Whenever possible, these services will be done remotely, resulting in savings in Travel Expenses and Time. If on -site installation and training is required, Customer will be responsible for the actual Travel Expenses and Time. The services include the following interfaces. a) Livescan Interface b) New World Mug Shots /Imaging c) APS Ticket Writer Interface d) Geo -File Implementation e) System Assurance CONFIDENTIAL to CNT 1001 10 UNWtN - svR (Woodburn) Page 6 of 16 Woodburn Police Department, OR 57 Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES New World's GIS implementation services are to assist and train Customer in preparing their GIS mapping data for use with the Licensed Standard Software. Customer must provide an accurate GIS street centerline layer in an industry standard file format (ESRI Shape Files). Customer is responsible for having clearly defined boundaries for Police Beats, EMS Districts and Fire Quadrants. New World will assist Customer to create and /or import map layers representing the Police/EMS/Fire boundaries. New World is not responsible for GIS data corrections, cleansing or accuracy. Hardware Ouality Assurance Service New World shall provide Hardware Systems Assurance of Customer's Aegis/MSP server(s). These services do not include hardware and /or third party product costs which shall be Customer's responsibility, if required. Whenever possible, these services will be provided remotely, resulting in savings in travel expenses and time. If on- site installation is required, Customer will be responsible for the actual travel expenses and time. a) Hardware Quality Assurance Services (Standard) Environment: Hardware Systems Assurance and Software Installation:: - Assist with High Level System Design /Layout - Validate Hardware Configuration and System Specifications - Validate Network Requirements, including Windows Domain - Physical Installation of New World Application Servers - Install Operating System and Apply Updates - Install SQL Server and Apply Updates - Install New World Applications Software and Apply Updates - Establish Base SQL Database Structure - Install Anti -Virus Software and Configure Exclusions - Install Automated Backup Software and Configure Backup Routines - Configure System for Electronic Customer Support (i.e. NetMeeting) - Tune System Performance Including Operating System and SQL Resources - Test High Availability/Disaster Recovery Scenarios (if applicable) - Provide Basic System Administrator Training and Knowledge Transfer - Document Installation Process and System Configuration Additional Services Available Other New World services may be required or requested for the following: a) additional software training; b) tailoring of Licensed Standard Software by New World technical staff and /or consultation with New World technical staff; c) New World consultation with other vendors or third parties; d) modifying the Licensed Standard Software; e) designing and programming Licensed Custom Software; and I) maintaining modified Licensed Standard Software and /or custom software. Customer may request these additional services in writing using New World's Request For Service (RFS) procedure (or other appropriate procedures mutually agreed upon by Customer and New World and will be provided at the Hourly Rate). CONFIDENTIAL to CNT toot to urzwtN - 5YR (Woodburn) Page 7 of 16 Woodburn Police Department, OR EXHIBIT C STANDARD SOFTWARE MAINTENANCE AGREEMENT (SSMA) This Standard Software Maintenance Agreement (SSMA) between New World and Customer sets forth the standard software maintenance support services provided by New World. Serviep PPrind This SSMA shall remain in effect for a period of five (5) years (the SSMA term) beginning on 07/01/2011 (the start date) and ending on 08/31/2016 (the end date). Services Included New World shall provide the following services during the SSMA term. a) upgrades, including new releases, to the Licensed Standard Software (prior releases of Licensed Standard Software application packages are supported no longer than nine (9) months after a new release is announced by New World); b) temporary fixes to Licensed Standard Software (see paragraph 6 below); c) revisions to Licensed Documentation; d) reasonable telephone support for Licensed Standard Software on Monday through Friday from 8:00 a.m. to 8:00 p.m. (Eastern Time Zone); and e) imitation to and participation in user group meetings. t) Includes integration of the embedded software that is a component of the Exhibit A Licensed Standard Software. Items a, b, and c above will be distributed to Customer by electronic means. Additional support services are available as requested by Customer at the Hourly Rate. Maintenance for Modified Licensed Standard Software and Custom Software Customer is advised that if it requests or makes changes or modifications to the Licensed Standard Software, these changes or modifications (no matter who makes them) make the modified Licensed Standard Software more difficult to maintain. If New World agrees to provide maintenance support for Custom Software or Licensed Standard Software modified at Customer's request, or for prior releases of New World's software, then the additional New World maintenance or support services provided shall be billed at the Hourly Rate. 4. Billin Maintenance costs will be billed annually. 5. Additions of Software to Maintenance Agreement Additional Licensed Standard Software licensed from New World will be added to the SSMA ninety (90) days after delivery. Costs for the maintenance for the additional software will be billed to Customer on a pro rata basis for the remainder of the maintenance year and on a full year basis thereafter. CONFIDENTIAL to C T 100110 uPaw►n -5YR (Woodburn) Page 8 of 16 Woodburn Police Department, OR 0 Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT 6. Requests for Software Correction on Licensed Standard Software At any time during the SSMA term, if Customer believes that the Licensed Standard Software does not conform to the warranties provided under this Agreement, Customer must notify New World in writing that there is a claimed defect and specify which feature and /or report it believes to be defective. Before any notice is sent to New World, it must be reviewed and approved by the Customer Liaison. Documented examples of the claimed defect must accompany each notice. New World will review the documented notice and when a feature or report does not conform to the published specifications, New World will provide software correction service at no charge. A non - warranty request is handled as a billable Request For Service (RFS) provided at the Hourly Rate. The no- charge software correction service does not apply to any of the following: a) situations where the Licensed Standard Software has been changed by anyone other than New World personnel; b) situations where Customer's use or operations error causes incorrect information or reports to be generated; and c) requests that go beyond the scope of the specifications set forth in the current User Manuals. 7. Maintenance Costs for Licensed Standard Software Packames Covered for MSP Server(s) New World agrees to provide software maintenance at the costs listed below for the New World Licensed Standard Software packages described in Exhibit A and existing mobile software listed below. Existing Mobile Software Modules as of current SSMA Number of Modules a) Base Message Switch to State/NCIC 2 b) Additional Aegis Software for RS /6000 Message Switch 3 c) Aegis/MSP Mobile Integration Software 2 d) Aegis Mobile Management Server Software 3 e) Aegis Law Enforcement Mobile Unit Software 6 Annual Maintenance Cost (5 -Year Plan. Billed annuall Year 1 for period 07/01/11 — 08/31/12 $58,810 Year 2 for period 07/01/12 — 08/31/13 3 °/, increase over previous year Year 3 for period 07/01/13 — 08/31/14 3% increase over previous year Year 4 for period 07/01/14 — 08/3 1/15 3% increase over previous year Year 5 for period 07/01/15 — 08/31/16 3% increase over previous year CONFIDENTIAL 1A CNT 100110 UNW1N - 5VR (Woodburn) Page 9 of 16 Woodburn Police Department, OR I EXHIBIT F DATA FILE CONVERSION ASSISTANCE New World will provide conversion assistance to Customer to help convert the existing data files specified below. If additional files are identified after contract execution, estimates will be provided to Customer prior to New World beginning work on those newly identified files. General 1. This conversion effort includes data coming from one unique database or source, not multiple sources. 2. No data cleansing, consolidation of records, or editing of data will be part of the data conversion effort. Any data cleansing, removal of duplicate records, or editing must take place by Customer prior to providing the data to New World. New World Responsibilities 1. New World will create and provide Customer with a conversion design document for signoff prior to beginning development work on the data conversion. No conversion programming by New World will commence until Customer approves this document. 2. New World will provide the data conversion programs to convert Customers data from a single data source to the New World Licensed Standard Software for the specified files that contain 500 or more records. 3. As provided in the approved project plan for conversions, New World will schedule a conversion analysis trip and a separate data conversion testing trip to Customer's location. The conversion testing trip will be part of delivering the conversion programs to Customer. 4. New World will provide Customer up to 2 test sets of the converted data. Additional test sets requested may /will require additional conversion costs. 5. New World will provide warranty coverage for any conversion - related issue reported by Customer to New World within 30 days after the conversion is run in the live database. Customer Responsibilities 1. Data files from Customer's current AS400 database are included in this conversion. 2. Customer understands that files or tables containing less than 500 records or table entries will not be converted. 3. As provided in the project plan for conversions, Customer will provide a dedicated resource in each application area to focus on conversion mapping and testing. This includes dedicating a support person(s) whenever New World staff is on site regarding conversions. Roughly a one to one ratio exists for Customer commitment and the New World commitment. Customer understands that thorough and timely testing of the converted data by Customer personnel is a key part of a successful data conversion. 4. Customer agrees to promptly review and signoff on both the conversion design document, and on the final conversions after appropriate review. CONFIDENTIAL 1A CND' 100110 UP2w1N - 5VN (Woodburn) Page 10 of 16 Woodburn Police Department, OR 61 Exhibit F / DATA FILE CONVERSION ASSISTANCE The following files will be converted from the Aegis 400 System: MASTER FILES Master Names PSAADR Addresses PSINBR Jacket ID Numbers PSGADR Global Addresses PSJBUS Jacket School / Business Information PSAJCK Jacket Master PSPADR Jacket Previous Address PSALIS Alias Master PSPHON Jacket Additional Contacts PSASSC Known Associates PSSMTH Jacket Scars / Marks / Tattoos / Handicaps PSBUSN Business Additional Characteristics PLFSBJ Field Investigation Subjects (if applicable) PSCHAR Jacket Additional Characteristics FRSUBJ Fire Records Investigation Subjects (if applicable) PSCRIM Jacket Criminal Characteristics OPSUBJ Orders Of Protection Subjects (if applicable) PSFPRT Person Fingerprints Master Property PLPROP Property PLOWNR Owner Information PSPITM Property Item PSJITM Jacket Associated Items Master Gun PSGUNS Global Guns PSJGUN Jacket Associated Guns Master Vehicles PSVHCL Vehicles PSJVHL Jacket Associated Vehicles Statutes PLCRIM Crime Codes PSSTAT Statutes CONFIDENTIAL ]A CN'T 100110 Urzw1N - svR (Woodburn) Page I1 of 16 Woodburn Police Department, OR 62 Exhibit F / DATA FILE CONVERSION ASSISTANCE LAW ENFORCEMENT RECORDS Cases PLOWNR Owner Information PLEOKA Officer Killed /Assaulted file PLPDSP Property Disposition PLMISS Missing Persons PLPHST Police Case Property History PLOFNS Case Offense PLPLAB Property Lab/Evidence PLOSMO Offender /Suspect MO PLPLOC Property Location PLSHST Case Status History PLPROP Property PLSPVM Suspect Vehicle PLPTRN Property Custody Transaction PLSREL Case Subject Related Offenses PLASOC Associated Cases PLSVOR Victim Offender Relationship PLCASE Police Cases PLSVWM Case Subjects PLCSAS Officer Case Assignments PSREVU Generic Review Date Master PLSOLV Case Solvability Factors Arrests BKSCI -IG Bookings / Courts Supplemental Charges PLACIN Arrest Court records PLAARM Adult Arrests PLJARM Juvenile Arrests PLABCF Global Charges PLSCHG Case /Arrest Supplemental Charges Tickets PLABCF Global Charges TKSCHG Ticket Supplemental Charges TKCORT Ticket Charges TKTCKT Ticket TKISSU Issued Tickets TKVOID Tickets Voided TKNYST New York State Ticket Supplement Accidents PLACCC State Accidents SCTABE Table Entries Master (Used for reference only) PLACCM State Accident Unit PSVHCL Vehicles PLACCN State Accident Unit Names PSGADR Addresses PLACCT State Accident Tickets PLACCMNY State Accident Unit - New York (if applicable) PLACCV State Accident Vehicles PLACCVNY State Accident Vehicles - New York (if applicable) CONFIDENTIAL IA CNT 100110 uP2WIN -SYR (Woodburn) Page 12 of 16 Woodburn Police Department, OR 63 Exhibit F / DATA FILE CONVERSION ASSISTANCE Field Investigations PLFINV Field Investigations PLFIAC Field Investigations Associated Cases PLFSBJ Field Investigations Subjects Gun Permits PLGUNP Gun Permits Gun Registrations PLGUNR Gun Registrations Bicycle Registrations BYMAST Bicycle Registration Contact Cards PSROLO Card File Master PSROLC Card File Contacts Wants and Warrants PSWANT Wants and Warrants Issued PSWCHG Wants and Warrants Charges Personnel Training PLOEDC Officer Education Officer Equipment PLOINV Officer Equipment Issued Pawn Shops PLOWNR Owner Information PLPLOC Property Location PLPAWN Pawn Transactions PLPPRP Pawn Shop Transaction PLPDSP Property Disposition PLPROP Property PLPHST Police Case Property History PLPTRN Property Custody Transaction PLPLAB Property Lab/Evidence CONFIDENTIAL to C T 100110 UNWIN - sYR (Woodburn) Page 13 of 16 Woodburn Police Department, OR .A Exhibit F / DATA FILE CONVERSION ASSISTANCE Civil Papers CVNOTE Civil Papers CVSUBJ Civil Papers CVPMST Civil Papers SCTABE Table Entries Master (Used for reference only) CVSINF Civil Papers Orders Of Protection OPMAST Orders Of Protection Master File OPLOCT Orders Of Protection Locations OPSUBJ Orders Of Protection Subjects OPUSRD Orders Of Protection User Defined Impounded Vehicles PLTOWD Impounded Vehicle Master Narratives PSDOCI Document Processing Document Index SCTABE Table Entries Master (Used for reference onl PSFDOC Document Processing Free Form Documents SCTABNI Table Master (Used for reference only) NCINTD Narcotics Intelligence PSDINST Document Processing Master PLCUSR Case User Defined OPUSRD Orders Of Protection User Defined PLFINV Field Investigations PLFSBJ Field Investigation Subjects Incidents CDPLAT Plate Information PLSPVM Suspect Vehicle PLIDSP Cleared Dispositions PSREVU Generic Review Date Master PLINCD Incidents PLINDX Index Cards PLNADR Incident Additional Name /Address CONFIDENTIAL to Cv'r 100110 UNWIn - svR (Woodburn) Page 14 of 16 Woodburn Police Department, OR 65 APPENDIX l AGREEMENT AND AUTHORIZATION FOR PROCUREMENT OF THIRD PARTY PRODUCTS AND SERVICES "I he attached configuration (Exhibit I ) describes the Third Party products and services that New World will obtain for Customer. By their written approval below, Customer authorizes New World to order the Exhibit 1 products for delivery to: Chief Scott Russell Woodburn Policc Department 1060 Mt. Flood Avenue Woodburn, OR 97071 The payments for Appendix 1 Services are covered under the Cost Summary and Payment Schedule in Exhibit AA. Customer is responsible for the site preparation and related costs to install the Exhibit 1 Third Party products. Customer is responsible for any returned product charges, including re- stocking and shipping fees, for all Third Party products ordered by New World on the Customer's behalf. Travel Expenses incurred by New World are in addition to the Exhibit 1 cost and will be billed weekly as incurred. The Exhibit 1 components and cost may only be changed by mutual agreement of the parties. If a change order in the configuration requires additional costs, New World shall notify Customer of the additional costs and with Customer's approval these costs shall be borne by Customer. Without such approval, the change order will not be processed. Customer shall or may be required to execute selected agreements with vendors and New World shall not confirm the ordering of any Exhibit 1 products without Customer's authorized signature on said Agreements. Customer shall receive the benefit of all warranties, services, etc. provided for in the Agreements. CONFIDENTIAL to CNT 1001 10 DP2WIN - svR (Woodburn) Page 15 of 16 Woodburn Police Department, OR .. Exhibit I CONFIGURATION THIRD PARTY SOFTWARE 1 ' Embedded Third Party Software (includes all Third Party executable components) $6,250 ESRI Notes I ) Customer wil I restrict use of the ESRI Software to executable code (used with the Aegis Licensed Standard Software). 2) Customer will prohibit (a) transfer of the ESRI Software except for temporary transfer in the event of computer malfunction; (b) assignment, time - sharing, lend or lease, or rental of the ESRI Software or use for commercial network services or interactive cable or remote processing services; and (c) title to the ESRI Software from passing to any other party. 3) Customer will prohibit the reverse engineering, disassembly, or decompilation of the ESRI Software and prohibit duplication of the ESRI Software except for a single archival copy; reasonable Sublicensee backup copies are permitted. 4) Customer will disclaim, to the extent permitted by applicable law, ESRI's liability for any damages, or loss of any kind, whether special, direct, indirect, incidental, or consequential, arising from the use of the ESRI Software. 5) At the termination of their Agreement (Sublicense) with New World, Customer will certify in writing to New World that it has discontinued use and has destroyed or will return to New World all copies of the ESRI Software and documentation. 6) Customer will comply fully with all relevant export laws and regulations of the United States to assure that the ESRI Software, or any direct product thereof, is not exported, directly or indirectly, in violation of United States law. 7) Customer will prohibit the removal or obscuring of any copyright, trademark notice, or restrictive legend. 8) If New World grants a Sublicense to the United States Government, the ESRI Software shall be provided with "Restricted Rights'. 9) All Aegis/MSP Customers are required to use ESRI's AreGIS suite of products to maintain GIS data. All maintenance, training and on -going support of this product will be contracted with and conducted by ESRI. Maintenance for ESRI's AreGIS suite of products that are used for maintaining Customer's GIS data will be contracted by Customer separately with ESRI. 10) The on -going New World SSMA cost is required for any Aegis software changes related to integration with ESRI software. 11) If a new release of ESRI software is incorporated into the Aegis software, an associated upgrade fee may be required for the new ESRI software, depending on the potential cost from ESRI; and /or on the scope of effort required to integrate the new ESRI release with Aegis software. CONFIDENTIAL 1A CNT 100110 UP2w1N - 5YR (Woodburn) Page 16 of 16 Woodburn Police Department, OR 67 COUNCIL BILL NO. 2844 RESOLUTION NO. 1979 A RESOLUTION AWARDING A SOLE SOURCE CONTRACT FOR SOFTWARE UPGRADE AND IMPLENTATION SERVICES TO NEW WORLD SYSTEMS CORPORATION AND ADOPTING FINDINGS WHEREAS, the City Council, acting as the Local Contract Review Board, has the authority under the City's public contracting rules, and consistent with State law, to award a public contract for goods and services available from only one source; and WHEREAS, the City is in need of upgrading its computer software systems for its finance and police records management; and WHEREAS, the City has used New World Systems software since 2001 and has negotiated a contract for upgrade of the software with New World Systems that is advantageous to the City; and WHEREAS, the Council has determined that the software upgrade is a sole source procurement based on the findings attached to this resolution; NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. The City Council, acting as the Local Contract Review Board, hereby awards the sole source software upgrade and implementation services contract to New World Systems Corporation. Section 2. This sole source contract is approved based on the Findings affixed as Attachment "A" and incorporated herein. Section 3. The City Administrator is authorized to execute a contract with New World Systems Corporation upon Council approval of the interfund loan supplemental budget. Approved as to form: City Attorney Date Approved: Kathryn Figley, Mayor Page 1- Council Bill No. 2844 Resolution No. 1979 .: Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: Christina Shearer, City Recorder City of Woodburn, Oregon Page 2- Council Bill No. 2844 Resolution No. 1979 .• Attachment "A" FINDINGS IN SUPPORT OF SOLE SOURCE SOFTWARE CONTRACT State and local contracting rules allow for sole source procurements when the Contract Review Board adopts findings that support the conclusion that the good or service is available from only one source. A sole source procurement is appropriate for the upgrade of the City's existing finance and police records software for the following reasons: Data Conversion. Smooth transition of data from the old system to the new system is a key to the successful upgrade. The City has used New World for a number of years. The City's data is in New World's format and New World will not have any problem transferring that data to the upgraded system. Using a different software vendor increases the risk of data loss and limiting access to data as well as increased costs. An economical fixed price Data Conversion from the iSeries software to the Microsoft based software is included. No other vendor can offer a fixed price seamless transition of data. The legacy data collected over the last eight years of operation will be moved to the Aegis Microsoft based Records System. This provides complete use of the historical data and many other potential benefits, including use of the data for the safety of mobile patrol staff, assistance with investigations and improved crime reporting. 2. Software modules are a "Like for Like" transition. Meaning, all software modules in use today will be implemented in the Microsoft based System. This allows the use of new and enhanced features and functions available in the Microsoft based Record System. 3. Consistent Annual Maintenance. The Annual Maintenance fees (SSMA) are extended from one system to the other with no interruption of service or adding of new fees. Also, Woodburn can run both versions of the New World software during the implementation with no additional costs for SSMA for as long as needed. Ease of User Training. Training cost and business disruption will be held to a minimum because the upgraded Records Systems contains similar terminology, conventions, business best practices and policies. Knowledgeable users will be able to quickly learn the new system with minimal changes to business practice, workflow and operating procedures. a. New World mobile software will not be replaced. Meaning, Officers in the field do not need to be re- trained on a new mobile system and protecting your mobile investment. To the field officer, little or no- change will be taking place. 70 W UU UB �UJI N October 25, 2010 TO: Honorable Mayor and City Council, acting as the Local Contract Review Board, through City Administrator FROM: Dan Brown, Public Works Director SUBJECT: AWARD OF CONSTRUCTION CONTRACT FOR WATER SUPPLY DISINFECTION EQUIPMENT INSTALLATION RECOMMENDATION That the City Council, acting as the Local Contract Review Board, award a construction contract for the Water Supply Disinfection Equipment Installation to Schneider Equipment Inc. in the amount of $409,500.00. BACKGROUND Council has previously approved purchase of the Water Supply Disinfection Equipment from the manufacturer MIOX Corporation for a sum of $407,062.00. This construction contract is for the installation of City provided disinfection equipment. Bids for the installation project were opened on September 28, 2010. Four (4) responsive bids were received from responsible Bidders. Bid offers were as follows: No: Name Amount 1 Schneider Equipment Inc. $409,500.00 2 McClure & Sons Inc. $426,162.00 3 Stettler Supply & Construction $428,399.00 4 BMWC Construction Inc. $533,516.00 Engineer's Estimate $453,400.00 DISCUSSION The project was approved in the 2010-11 Capital Improvement Project budget. The contract award is in conformance with public contracting laws of the State of Oregon as outlined in ORS Chapter 279C and the laws and regulations of the City of Woodburn, therefore, staff is recommending the contract be awarded. Agenda Item Review: City Administrator _x City Attorney _x Finance -x- 71 Honorable Mayor and City Council October 25, 2010 Page 2 FINANCIAL IMPACT The project will be funded from Fund 466, Water Construction Fund. Fund 466 Construction Funds Available $3,185,825 • Equipment Purchase 407,062 • Engineering Consultant Fees $208,817 • Equipment Installation $409,500 Fund 466 Construction Funds Remaining $2,160,466 72 W UU UB �UJI N AY4^4� Wff'% October 25, 2010 TO: Honorable Mayor and City Council through City Administrator FROM: Jim Hendryx, Director of Economic & Development Services SUBJECT: Planning Commission approval of Toran Meadows subdivision, SUB 2010 -02 and EXCP 2010 -05 RECOMMENDATION No action is recommended. This item is placed before the Council for information purposes in compliance with the Woodburn Development Ordinance. The Council may call up this item for review if it desires. BACKGROUND The applicant, No Toran, requested a Subdivision to divide one parcel into four lots and an Exception to Street Right -of -Way and Improvement Requirements for Laurel Avenue and Landau Drive to defer installation of improvements to the rights -of -way. The Planning Commission approved both applications subject to conditions. The decision required specific public street improvements and required that the owner sign a non - remonstrance document for participation in future street improvements. DISCUSSION: None. FINANCIAL IMPACT This decision is anticipated to have no public sector financial impact. Agenda Item Review: City Administrator _x City Attorney _x Finance 73 Honorable Mayor and City Council October 25, 2010 Page 2 s / 2s AZTEC DR C,G �lol� o T �N - ^' - - �J [ -- -_ 521 ? 524 511 514 RIS I a — — LAUKtL AVt — — — O< -- e — Sub' t Prl NII J� 4a p�- RS 455 0 _ _ � 425 — — — m 405 c 2 o m TOMLIN AVE 5 0 0 N TOMLIN AVE ° v � r h O " + r — 1 P 350 ^� ' F Q o MI m l �I MI � � v I " I RS City Limits ^ py F F ST L USA Zoning map showing the subject property LAUREL AVE. o TAXLOT 1503 TAXLOT 1502 EXISTING PRIVATE UTILITY EASEMENT EXISTING UTILITY EASEMENT N O 10' PROPOSED R DEDICATION 55.16 °� 55.17' PROPOSED I 5 PUE PROPOSED I I PROPOSED 0 0 LOT 1 LOT 2 � 5792± I o I 5792± o 0 50. FT. I cn SQ. FT. o 0 o PROPOSED I I IPROPOSEO b, SD I EASEMEN - i T �EASEMENT I I 55.16' I 55.17' L PROPOSED I PROPOSED 5' SS :� .� 5' SS EASEMENT [EASEMENT o° TAXLOT 1501 I I m EXISTING PRIVATE o I _c I PROPOSED N CCESS AND UTILIT °' PROPOSED 1 LOT 4 g EAS ENT o LOT 3 I 5792± 5792± I I SO, FT. SQ. FT. I [PROPOSED TAXLOT 1600 [ I 5' PUE L� 0 40 8I1 55.17' 55.16 30' PROPOSED TAXLOT SCA1E IN FEET 30' R/W DEDICATION 2000 i' =40' 1 WIDE BLOCK "A LOT 1 1' BLOCK 2 LANDAU DRIVE LOT "LANDAU ESTATES" E M n 4 P EL I u� 11 1l� LOT 5 BLOCK 3 BLOCK 3 "LANDAU ESTATES" Preliminary subdivision plan 0 74